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(Q). How can I, as a supplier of merchandise or services, get the opportunity to sell to the Town?
(A). As a potential supplier to the Town, it is suggested that you first contact the Authorized Purchasing Agent to discuss your offerings. If, after the discussion, it is determined that what you are offering has applicability to the Town's needs, you will be asked to supply the Purchasing Department with certain routine information to establish a vendor record in our computer system. All vendor records are commodity coded so when a need arises, you will be contacted.
The Town of Clarkstown is also a member of the Hudson Valley Municipal Purchasing Group, where vendors may register online and may choose to be notified of bid opportunities which fall within their scope. Vendors may register by visiting www.hvmpg.com, and clicking on “Vendor Registration.” Registration is free, although vendors may choose to be notified of bid opportunities via email or fax for an annual fee.
(Q). How can I find out what competitive bids the Town is currently soliciting for?
(A). Register as a vendor at www.hvmpg.com. Once you register, click on “Bid Opportunities” and then “Town of Clarkstown” to obtain access to all of our current bids, requests for proposals and requests for quotes. Vendors may also access award information online.
The Town also publishes all Notices of Bidders in the Rockland Journal News - legal advertisement section. You can consult your own personal copy or review at a local library. In addition, public works (construction) projects are also published in the Dodge Reports. Of course, you can call our office during normal business hours (9 - 5 Monday through Friday) and inquire.
(Q). Are bid openings open to the public?
(A). Yes, anyone can witness the opening of competitive bids. The results become public at the time of opening and being read.
(Q). Once I am registered as a potential vendor of the Town, do I have to contact the Purchasing Department to request a copy of an Invitation to Bid?
(A). Normally, no. We usually send out a copy of the Invitation to Bid to all vendors coded with the corresponding commodity code. Since we are not perfect, an occasional slipup may occur. We invite your communication with our office concerning present and future bids.
In addition, the Hudson Valley Municipal Purchasing Group system provides vendors with an option to receive email or fax notification of bids which correspond with vendors’ commodity codes.
(Q). If I receive an Invitation to Bid, but for some reason I am not able to make an offering on items being requested, must I still respond with a "NO BID" reply and brief explanation?
(A). Absolutely YES. We do want to know if you are not submitting a proposal, and some brief reason. If we do not receive a response from prospective bidding companies, we may remove you from our contact (bidder's) list.
(Q). Do we only award to the "low bidder"?
(A). While price, and thus cost to the Town is of great significance, the "low bidder" isn't always the best value for the Town. Just as you would not only look for "cheap" goods to purchase in your own business or personal purchases, so the Town does the same. Multiple factors (i.e., quality, delivery cost, delivery time, responsiveness of vendor on previous purchases , etc., etc.) are all taken into account to determine the best value for the Town.
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