Purchasing
The Accounting Department handles purchasing for the Township. Please direct inquiries for purchasing to aphamburgtwp@hamburg.mi.us.
Click here to download Purchasing Policy
Overview
The Accounting Department manages in-house purchasing for the Township of Hamburg municipal government. The Township takes pride in providing a fair and efficient acquisition process which contributes to reducing the cost of government, therefore ensuring a quality, stable economic base for residents.
The Township of Hamburg is committed to provide the residents of Hamburg Township the best value for its tax dollar. To this end, Hamburg Township will seek competitive bids from our vendors 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 List
The Purchasing Department maintains a Vendor List for supplies, equipment, construction and services. To place your company's name on the list, please submit the Vendor Application and W-9 Forms. Please contact the Accounting Department at 810.231.1000 Ext. 203 if you have any questions regarding the Township's purchasing policy.
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. 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: Three (3) informal quotes "verbal" and Department Head Approval
- $1,000 - $5,000: Three (3) informal quotes "written quotes" and Township Administrator Approval
- $5,001 - $19,999 Three (3) informal quotes "written quotes" and Board of Trustees Approval
- $20,000 +: Formal competitive sealed bids and Board of Trustees Approval
View Open Bid Requests and Bid Results
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 of Trustees.
Published bids shall appear in the local paper of record or appropriate trade journal and placed on the Township's 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 government 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.
Vendor Payment
The Township of Hamburg's purchasing policy is to pay all vendors within thirty (30) days of receipt of the invoice. To help us expedite our process, please do the following:
- Obtain a purchase order number (P.O.). All purchases require a P.O. number.
- Please include this number on all corresponding invoices.
- Direct all payment inquiries to our Accounts Payable Department at 810.231.1000 Ext. 223.
- Mail invoices to the attention of: Accounts Payable Department, Hamburg Township, P.O. Box 157, Hamburg, Michigan 48139.
Forms
Every vendor is required to complete IRS Form W-9 (obtained on the IRS website) or to have a W-9 Form on record with the Township before any payment is released.
Click here to visit the Purchasing Forms web page.
--Policy Dated: May 28, 2009