The information on this page explains how vendors can do business with Gila County. We hope this information will help you understand the procedures of government purchasing and the policies of the Gila County purchasing department. We encourage the advancement of today’s purchasing technology, including on-line procurement.

How We Are Governed:
All purchasing procedures are governed by the Arizona Revised Statutes which are regulated by the State Legislature and monitored by the Arizona Auditor General. Gila County purchasing procedures and policies are written in accordance with both state agencies’ direction and have been adopted by the Gila County Board of Supervisors.

How Purchasing Works:
Every effort is made to support local vendors. This practice keeps business, tax dollars, and sales tax in the County and is a win-win situation for everyone concerned.

Vendors are encouraged to approach the Purchasing Department to present their merchandise and/or service. Please make an appointment prior to visiting to allow our busy schedule adequate time for your visit. Some departments within the County are authorized to procure certain products for their internal use. All vendors must make an appointment with the purchasing manager prior to visiting other departments. This policy permits us to keep abreast of products, pricing, and the various technologies being offered for procurement.

The need for items to be purchased is determined by the various departments of the County. Generally, an employee in that department is authorized by the department head to purchase consumables and some other items. Should the purchase exceed $5,000. a purchase requisition is written and routed to Purchasing for approval of available funding, price, and vendor. The requisition is then routed to the Board of Supervisors for final approval of the purchase.

The resulting printed purchase order is returned to the originating department for placement of the order. In certain instances, purchasing may place the order. A purchase order hard copy is mailed to the vendor upon request only.

Sealed Bidding:
Items costing in excess of $50,000. must be procured using the sealed bidding process. Gila County advertises invitations to bid by advertising in either the Arizona Silver belt or the Payson Roundup newspapers, depending on the publication currently contracted to publish County legal notices.

Bid packages are dispensed by the Purchasing Department to qualified vendors. The bid packages include specifications for both product and the sealed bidding procedure. A fee may be charged for bid plans/documents. Bidders having questions pertaining to any bid specification and/or procedure should call purchasing immediately for help.

Payment:
All purchases exceeding $5,000. require a purchase order for payment. The Purchasing Department encourages vendors to offer a prompt payment discount. Gila County avoids paying freight charges whenever possible.

Intergovernmental Agreements:
Gila County retains active membership in several intergovernmental agreements (iga). These are purchasing agreements between various governmental agencies allowing each member to "piggyback’ other agencies’ contracts that went to bid. This practice saves the taxpayer the cost of the bidding process each time it is utilized.

Several sealed bid contracts are utilized for such items as bulk fuel & lubricants, used vehicles, inmate meals & RX medications, highway maintenance items, etc. Most contracts are with local vendors and constitute large savings to the taxpayer.

Professional Associations:
Purchasing employees maintain active membership in professional purchasing associations. Our membership allows networking with other government purchasers to keep abreast of today´s rapidly increasing technology and purchasing techniques.

Thank you for participating in the Gila County purchasing program. You may contact us at anytime. Via telephone, e-mail or web site where we maintain a list of bid offerings, contracts and inter-governmental agreements.  We are continuously pursuing and applying new technology as it becomes available to us which assures taxpayers get more for their money.