Procurement Frequently Asked Questions
- How does a vendor apply to be on the County's vendor list?
- Does the County give preference to County of Lexington or South Carolina residents?
- What are the County's minimum insurance requirements?
- Can a contracted vendor employ illegal immigrants?
- What are the County's solicitation procedures?
- What are the sourcing options used by the County?
- What are the County’s purchasing thresholds?
- Are bid, performance and payment bonds required for all solicitations?
- What if my bid is late?
- How can a vendor access solicitation results?
- What are the County's payment terms?
- What days are checks mailed out?
- Does the County pay sales tax?
- How does the County dispose of surplus items?
- How can I apply to the County Wrecker Rotation Service?
How does a vendor apply to be on the County's vendor list?
Vendors must complete a Vendor Application and IRS Form W9. Once received by the County, the vendor will be added to the database. The forms must be filled out prior to any award.
To respond to a County solicitation, vendors must register in the County's e-Procurement system.
- Workers' Compensation- Statutory, as required by the State of South Carolina.
- Comprehensive General Liability- $1,000,000 Single Limit
- Automobile Liability - $1,000,000 All Owned, Non-Owned, and Hired
- In accordance with the South Carolina Illegal Immigration Reform Act, 2008, Act No. 280. Section 3 of this Act added to Chapter 14 to Title 8 of the South Carolina Code of Laws prohibits covered persons from entering into covered contracts unless the contractor agrees either (a) to verify all new employees through the federal work authorization program [and requires the same from subcontractors and sub-subcontractors] or (b) to employ only qualifying workers. Effectively, the Act also requires contractors to agree to provide any documentation required to establish either (a) that the Act does or does not apply to the contractor, subcontractor, or sub-subcontractor; or (b) that the contractor, and any subcontractor or sub-subcontractor, are in compliance with Section 3 of the Act.”
- Requesting Department submits specifications to Procurement
- Procurement sends solicitation announcements to vendors and advertises the solicitation on the South Carolina Business Opportunities (SCBO) website, and the County website.
- Vendor must submit response with all applicable information and forms via the County's e-Procurement system.
- Procurement opens responses and submits copies to end user for review.
- Intent of Award to the vendor is issued and listed on County website after department recommendation (7-10 days).
- If the recommended award amount is over $50,000.00, the purchase must be approved by County Council.
- After approval, contract or purchase order will be issued to vendor.
- Quotes - An informal process which solicits pricing information from several sources.
- Sole Source with Justification - Sole source purchases are goods and services available from only one supplier. There may be just one vendor because of patents or copyrights or simply because the vendor is the only one which supplies the good or service. These purchases are exempt from the standard bidding requirement. The County may be required to certify that only one supplier is available.
- Invitation for Bids (IFB) - A department will request a product or service it needs and solicit bids from prospective contractors.
- Request for Proposal (RFP) - A department will request a product or service it needs, and solicit proposals from prospective contractors on how they intend to carry out that request, and at what price.
- Request for Qualifications (RFQ) - Professional services are those master planning, planning, environmental, real estate acquisition, pre-construction and other construction related services associated with the practice of architecture, engineering, land surveying, landscape architecture, interior design, and construction management.
- Purchases under $1,500.00 are made by a department submitting a purchase requisition that they deem a fair and reasonable cost.
- Purchases between $1,500.00 and $5,000.00 need 2 written quotes prior to being submitted to Procurement.
- Purchases between $5,000.01 and $25,000.00 need 3 written quotes prior to being submitted to Procurement.
- Purchases of $25,000.01 and up must follow the competitive sealed solicitation process. A purchase that is over $50,000.00 will have to be presented to County Council.
Bid, performance and payment bonds will be necessary if stated in the solicitation document.
Late bids are not accepted and will not be taken into consideration during the evaluation process.
Responding vendors are notified at the time of the Intent to Award.
Payments will be made net thirty (30) after the acceptance of completed order/project. Early payment discount, if available, will be calculated from date of acceptance.
Checks are mailed out from the County every Friday.
Yes, but the tax is not included in a base bid price. County will add taxes after the bids are awarded.
The County currently auctions those surplus items at
A new rotation list will be created each fiscal year (July 1 through June 30). Copies of each wrecker application may be requested from Procurement starting on March 1 of that fiscal year. A wrecker service desiring to be on the rotation list in the next year must apply in writing by May 1st and be inspected and qualified prior to June 30th. On June 30th of each year the County of Lexington will publish the wrecker rotation list to be effective July 1st.