Vendor’s Guide to
Purchasing Procedures

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Overview
The Township of Hamburg is committed to providing the residents of Hamburg Township the best value for its tax dollar.  To this end, Hamburg Township will seek competitive bids from our vendors and to find the lowest and or best price available in the market.  It is our duty to reduce the costs for goods and services without sacrificing the quality and efficiency of our local government.

Vendor Contact
Vendors are asked to fill out the vendor application form completely.  Please list all of the goods and or services you provide.  Brochures and flyers mailed to the purchasing agent are also acceptable.  Where applicable, vendors must provide proof of liability/casualty insurance and workers comp insurance.  All Vendors selected to supply goods and or services to Hamburg Township shall purchase and maintain such insurance with the Township to be named as an additional insured on the Vendor’s insurance policy.  Upon submittal of the required information, you will be added to the appropriate bidder’s list.   

Fair and Open Competition
The Township of Hamburg provides all vendors fair and equal opportunities to compete in the bidding process.  It is our policy to obtain bids or quotes from multiple vendors whenever the goods or services requested are available from multiple vendors. The Township is committed to providing an environment that is free from discrimination and shall not accept or reject bids on the basis of race, color, religious creed, ancestry, national origin, age, sex, marital status, handicap, pregnancy or status as a disabled veteran or veteran of the United States Military Services.

Purchasing Requirements

$0 - $1,000	3 informal quotes “verbal” and Department Head Approval
$1,000 - $5,000	3 informal quotes “written quotes” and Township Administrator Approval
$5,001 - $19,999	3 informal quotes “written quotes” and Board of Trustee Approval
$20,000+	Formal competitive sealed bids and Board of Trustee Approval

Bidding Policy
Formal sealed competitive bids shall be obtained for all purchases in excess of $20,000.00.  Bids shall be procured through a public advertisement requesting bids or by invitation to vendors selected by the Hamburg Township Board.

Published bids shall appear in the local paper of record or appropriate trade journal and placed on the township web site for no less than 2 weeks prior to bid opening. 

All bids must be received by the Township Clerk no later than the time indicated in the advertisement or invitation for bids. 

All bids will be time stamped by the Clerk or his/her designee at the time of receipt to ensure compliance with this provision. 

All bids which arrive late shall be returned unopened to the respective bidder. 

All bids must be sealed when received. 

All bids which are unsealed prior to the formal bid opening will be noted as such and not be considered. 

Bids will be opened by the Clerk or his/her designee at the place and time described in the advertisement or invitation and shall be open to the public.

 All bids will be recorded by the Township Clerk, or his/her designee.  The contact person will notify the prospective bidders when the Board of Trustees has made an award.

The Township reserves the right to accept or reject any or all bids, in whole or in part, and accept only the bids/proposal deemed to be in the best interests of the Township. 

The Township shall make every effort to post the results of the bids within a reasonable amount of time after the bid opening.

Tax Exempt Status
Section 4 of the General Sales Tax Act, MCL 205.54(5); MSA 7.524(5), and Michigan Sales and Use Tax Rules, 1979 AC, R205.79, provide that sales to the United States government, the State of Michigan and their political subdivisions, departments and institutions are not taxable when ordered on a purchase order and paid for by warrant on government funds.  In the alternative, the government may claim exemption at the time of purchase by providing the seller with a signed statement to the effect that the purchaser is a governmental agency.  Statement is available upon request.

Terms
Hamburg Township shall make every effort to pay bills within thirty (30) days from the date of the receipt of the invoices relating to the goods or services ordered by the Township. 

Forms
Every vendor is required to complete IRS form W-9 (obtained on the I.R.S. website) or to have a W-9 form on record with the Township before any payment is released.

 Dated: May 28, 2009