The following section outlines the policies and steps that govern the purchasing procedures for the County of Erie.

The Purchasing Department is located on the 12th floor of the Rath Building. Vendors are assured prompt and courteous reception by our buyers; however, we ask that the interview be limited to 20 minutes. If more time is needed, please arrange for an appointment. Hours are 9:00 a.m. to 12:00 noon and 1:00 p.m. to 4:00 p.m., Monday through Friday.

When you first arrive at the Division of Purchase, please register in our purchasing lobby. Our receptionist will provide you with an identification badge and make arrangements should you wish to see someone outside of the Purchasing Department. She will be glad to supply you with any further information you may need.

All sales representative contacts with governmental departments must be arranged through the Purchasing Office. Contacts may be at the initiative of County departments and/or the sales representative, subject to the agreement of the department involved.

Some limited purchasing is performed directly by other health related departments such as Pharmacy and Dietary. When appropriate, we will refer vendors directly to these departments.

We believe that an open, competitive atmosphere is most beneficial to both buyer and seller, and it is our policy to foster this environment. We buy on the basis of definitive specifications, quality of product and service, advantageous price, and delivery. Whenever possible, we wish to have at least three vendor's quotations.

No merchandise may be shipped nor any service performed without an authorized purchased order. In case of telephone orders, a purchase order number is given. Purchase order numbers must all appear on all shipments, delivery slips, and invoices. Orders are understood to be shipped FOB destination unless otherwise specified on the Purchase Order.

We wish to utilize blanket or standing purchase orders whenever possible since these orders reduce the amount of paperwork. Any suggestions for items for inclusion in this category would be appreciated.

The information preprinted, written, and/or typed on the front of our purchase order is especially important to us. Should you have any disagreement with this information please clearly express these exceptions to us in writing. If you do not, we will assume that you have agreed to the specified terms and that you will fulfill your obligations according to our purchase order. Therefore, we will change your invoice and pay your invoice according to our purchase order.

It is contrary to Purchasing policy for vendors to offer gratuities, premiums or other incentives to an employee under any circumstance. We prefer that incentives be expressed in terms of quality, service, and price to the County in your quotations. Business lunches are permitted on a limited, reciprocal basis. Please assist us in this policy.

Prior to seeing Purchasing representatives, please review the status of all open purchase orders with your company, especially those past due in the forthcoming month. We prefer to see Vendor Representatives who know the current delivery promise dates and product lead times.

We wish to call your attention to the items displayed around the reception room. These represent items for which we would like to find new sources of supply and/or newer and lower cost materials. Any suggestions to reduce our procurement costs will be appreciated. Demonstrations of new items and/or equipment or displays of new products are also arranged through the Purchasing office. All items for trial and test must be covered by a purchase order specifying terms and conditions of the trial or test.

Your interest and assistance is solicited to keep our files of catalogs and other product literature up-to-date and accurate. When appropriate, please place your new catalogs and remove the old ones from the bookshelves in the Purchasing Department.

It is important that items be promptly delivered according to the agreed upon delivery date at the time the order was placed. Deliveries can be made to our Receiving Departments, Monday through Friday from 9:00 a.m. until 4:00 p.m., except holidays. Deliveries tendered at other times must be refused unless emergency delivery has been requested. When the Receiving Departments are closed, emergency deliveries can be made to the Central Services who will accept such deliveries only by prior arrangement. Security personnel can direct delivery persons to the department representative.

Invoices are paid during the month following receipt of goods. No statements can be paid without a supporting invoice which must show purchase order number. Discounts are taken from date of receipt of invoice or date of actual receipt of material, whichever is later.

As a matter of good purchasing practice, we periodically evaluate all vendors on a basis of actual delivery performance compared to promised delivery date, ability to meet our rush requirements, unauthorized split shipments, number of rejects due to poor quality, and adherence to purchase order price. Subsequent buying decisions are strongly influenced by this evaluation. When appropriate, we will advise you of your ratings. Unsatisfactory ratings will result in removal from our Authorized Vendor List.

We also have an active cost reduction and savings program. Thus, your ability to give and maintain low prices consistent with quality and service is of great importance in our vendor selection. Most items are reviewed for price and delivery a minimum of once a year.

The County reserves the right to return merchandise which does not meet specifications. It is understood that such goods are to be returned at the vendor's expense.

There is a cafeteria and a vending room in the Rath Building and representatives are welcome to use these facilities. At, lunchtime, the cafeteria is open to all visitors.

The staff of the County of Erie Purchasing Division acknowledges with appreciation the courtesies and services extended to it by sales representatives and their companies.