Office of Purchasing

Information

Architectural & Engineering | Initiating Business with BCPS | Building Maintenance | Business Hours | Construction | Renovations | Directions | Formal Bids | Routine Purchases | Sales Interviews | SBE / MBE

Routine Purchases

  • Purchases less than $15,000
    Prices are obtained from written quotes provided by the vendor. Purchasing reserves the right to obtain price quotations based upon the functional value or the life cycle of the product. If there is no current approved contract for an item, and the item is not available on the on-line catalog system, and is greater than $1000 and therefore unable to use their procurement card or a check request, the vendor must provide BCPS with the following;

    • A written quotation for purchases of $15,000 or less.
    • The Office of Purchasing prefers that these written requests for quotation should be returned via electronic email from the vendor, to the requesting school or office. Quotes may also be sent via facsimile, postal mail, or in person.
    • A copy of the written quotations must be submitted with the requisition order document by the requesting school or office.
    • Written request for quotation must include the elements listed below;

      Vendor’s name, item description (including manufacturer part number), item price, contract terms and conditions, contact name, email, remittance address, ordering address, Federal ID number, signature, telephone number and should include a date.
  • Purchases Between $15,000 - $25,000 - Purchasing evaluates all requisitions and may determine the need for bids based on the value, function or life-cycle of the product. Purchasing has the option to issue informal bids or obtain written price quotations. This decision is based upon the value of the purchase, its function, potential term of the contract, and the need to ensure vendor performance. If there is no current approved contract for an item, and the item is not available on the on-line catalog system, BCPS will obtain from eligible vendors the following;
    • At least two quotations  from two different vendors by the requesting BCPS school or office. These written requests for quotation may be returned via electronic email, facsimile, postal mail, or in person.
    • A copy of the two written quotations must be submitted with the requisition order document by the requesting school or office. The Office of Purchasing reserves the right to obtain as many quotes as necessary to ensure competitive pricing.
    • Written request for quotation must include the elements listed below;

      Vendor’s name, item description (including manufacturer part number), item price, contract terms and conditions, contact name, email, remittance address, ordering address, Federal ID number, signature, telephone number and should include a date.

 


Formal Bids

  • Purchases of $25,000 or More
    The threshold for requiring bids is $25,000 or more – single item or system-wide annual needs. All purchases that meet or exceed $25,000 (not available under existing BCPS, county, or state contracts) are formally bid. The Office of Purchasing issues bids for all goods or services in accordance with Maryland law. Curriculum and Instructional Textbooks and Media Items are chosen through an evaluation process administered by the Department of Curriculum & Instruction through the Office of Purchasing in accordance with Board Policy and Superintendents Rule 6163.2.

    • The Office of Purchasing may apply the following guidelines to a single purchase, a group/bulk purchase, or an annual order regardless of source of funds (i.e., BCPS operating budget, school activities’ funds, state or local grant, and Capital projects). Existing BCPS contracts for goods and services can be found on the BCPS webpage www.bcps.org/offices/purchasing/bidboard.
    • Invitations to Bid are placed in on the BCPS Office of Purchasing web page "Bid Board" and the Association of School Business Officials for Maryland and the District of Columbia a minimum of (2) weeks prior to bid due date. Vendors may also call Purchasing’s Bidder’s Hotline (410) 887-7819 which is updated weekly.
    • Bids are opened in a public session at a published date and time. Vendors and interested parties are invited to attend.
    • Recommendations for award of contract are presented to the Board of Education of Baltimore County at regularly scheduled meetings. click here to see Scheduled Meetings

If you need any assistance contact the Office of Purchasing. The Office of Purchasing reserves the right to reject proposals and/or to issue a formal bid specification at any time.

 


Architectural and Engineering Services

The Division of Physical Facilities, Offices of Engineering & Construction will annouce in local publications the desire to receive "expressions of interest" from architects, engineers or other consultants. Interested parties submit required documentation and the submittals are reviewed by Qualification and Selection Committees, who subsequently submit recommendations to the Board of Education of Baltimore County.

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