All bids for goods and services currently being solicited are posted on the Office of Procurement Services' web site at the URL shown above, and can be found at www.periscopeholdings.com/s2g.
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Periscope/Bidsync E-Procure manages the purchasing activities, while the Department of Finance maintains expense information including 1099 reporting. The information required for both of these business units to operate is different. Periscope/Bidsync collects detailed information about the goods/services you provide, while the Department of Finance collects the information required to get you paid.
This number is provided to first time awardees in the Periscope/BidSync system. It can be found at www.bidsync.com under your vendor record or in the notification email that you received the first time you were awarded from a bid or quote through BidSync. You will need this number when you register for payment with the Department of Finance.
Changes should be made in both systems. You can login to Periscope/Bidsync with your username and password to make any changes there, and complete a Vendor Change Request Form for any changes to your payment information.
Notices are published on the Office of Procurement Services' website when the County issues formal competitive solicitations (RFPs, IFBs and RFQs) for those procurements expected to exceed $50,000. The notices are accompanied by the entire solicitation document, when practical, in a downloadable format. Notices are also posted in the Office of Procurement Services offices and published in county’s newspaper or record which is currently the Arizona Business Gazette. When a wider distribution is deemed necessary for any type of solicitation, regional and national publications may be used to circulate the required information.
Vendors that have registered on the County’s web-based E-purchasing system with a current email address should receive automatic notification of solicitations for quotes (for procurements valued $50,000 or less) in the commodity or service areas in which they have registered. Any vendor that has not registered on the County's web-based bidders' list may still obtain a copy of the quote requests by visiting the Office of Procurement Services' website.
Unless a solicitation is "Open and Continuous", new vendors may only be added to a contract through participation in a formal solicitation and award. If you are registered with Periscope/Bidsync, and have selected your notification preferences as well as the appropriate commodity code, you will receive notification when a solicitation for those codes is (re)issued.
Unless otherwise required by law, all goods and services shall be procured by issuing competitive sealed bids or proposals. - Formal Requests for Proposals (RFP’s), Invitations for Bids (IFB’s) and Requests for Qualifications (RFQ’s) are used for the purchase of goods and services in excess of $50,000 and construction in excess of $100,000. Informal quotes are used for goods and services $50,000 or less. The County Board of Supervisors approves all contracts for goods and services in excess of $250,000. - Formal solicitations require posting of a public notice and submission of a sealed bid or proposal. Although a sealed bid technique is not used, all informal quotations greater than $10,000 are made on a competitive basis, soliciting quotes from at least 3 vendors whenever possible. The Maricopa County Procurement Code exempts small purchases of $10,000 or less from the competitive solicitation process. Procurement requirements shall not be artificially divided so as to constitute a small purchase.
For requests for proposal (RFPs), the award is made to the proposer whose proposal is deemed most advantageous to the County based upon the evaluation criteria as published in the RFP document. The Chief Procurement Officer's recommendation for award notice is issued to all RFP respondents after the evaluation process is finished. Proposals are available for public inspection under the Freedom of Information Act.
In the case of any partial delivery, the shipping ticket and invoices must indicate the quantity being delivered and not the quantity ordered by the County.
Once awarded a contract, a vendor must complete their registration in the Maricopa County Vendor Self-Service Portal (VSS) in order to receive payment for commodities or services furnished to the County. After registration in VSS, a vendor must submit an original invoice to the using agency. Invoices should not be sent to Office of Procurement Services. Invoices must show: 1. Purchase Order number 2. Complete description of the commodities or services furnished 3. Quantity 4. Unit prices and extensions 5. Date of delivery or date services were performed 6. The discount terms 7. Name of the department to which shipment was made or services performed 8. Vendor Registration Number In addition, the invoice should include the vendor's invoice number and date. Before issuing the invoice, be sure to verify that it complies with the pricing agreed to in the contract or there may be a delay in payment while the discrepancy is resolved.
For VSS help please call (602) 506-1000. It is recommended to use Internet Explorer browser when using VSS.
Office of Procurement Services is open for business from 8 a.m. to 5 p.m., Monday through Friday, except observed holidays. The office is located at: 160 S. 4th AvenuePhoenix, AZ 85003.