How to do Business with Gregg County

Gregg County welcomes the opportunity to do business with interested vendors willing to supply quality goods and services at competitive prices, meet deadlines, and become part of a team dedicated to serving the citizens of Gregg County. We hope this summary will help you become familiar with our policies and procedures for procurement.

Step 1:     Vendor Registration

In order to begin to receive Gregg County bid notifications you must first get registered. The registration instructions are detailed below. Please note that registration and use of this system is provided at no charge to you.

If you need any assistance with this process please contact Public Purchase or use the Live Chat during business hours. It can be found in the upper left corner of the web site. Please register as soon as possible so that you have uninterrupted access to our bids and notification of our bids.

Step A - Register with Public Purchase:

  • Use the link below to begin the registration process. It can take up to 24 hours for your account to become active. You will receive an email from notices@publicpurchase.com letting you know your account is activated. Be sure and add this email address to your contacts to avoid the bid notification emails being sent to your junk folder. If you are already registered with Public Purchase previously please proceed directly to step B.

            https://www.publicpurchase.com/gems/register/vendor/register

Step B - Register with Gregg County, Texas: It is important that this second part of the registration is complete or you will not receive notifications of upcoming quote opportunities from Gregg County, Texas. It is the vendor’s responsibility to keep the information up to date, particularly the contacts and email addresses.

  • Once you have received your activation email from Public Purchase you will need to log into public purchase to review and accept the terms and conditions of use.
  • Click on the "Tools" tab, Click on the "Agencies" tab.  This will take you to the agency search page.
  • In the agency name box type in the name of the agency.  Leave the "new agency since" box blank.  Make sure Registration Status says "ALL".  Click on "search" this will bring up the agency below, to the far right of it you will see "view" and "Register" click on the "Register" link to complete the vendor registration with the agency.

Step 2:     Buyer Meeting

All vendors are encouraged to visit the Gregg County Purchasing Department after vendor registration process is complete.

  • Important information to bring with you:
    • Brochures/information about your company
    • Cooperative membership information
      • TXMAS
      • Buyboard
      • Tarrant County Coop.
    • MWBE/HUB information
    • Best to call and schedule an appointment if possible

Competitive Purchasing Procedures

All purchases exceeding $50,000 are required to be competitively bid. A notice of proposed purchase must be published at least 14 days before the date of bid opening. Generally, projects exceeding $50,000 are advertised in the Longview News Journal, in the Classified Section under Legal Notices. The advertisement contains a short description of the products or services desired, the Bid/Proposal number, the time and date the bids are due and location where the bid documents may be downloaded or picked up. Bids/Proposals that are advertised in the newspaper may be viewed at the Gregg County Purchasing website. It is the policy of Gregg County that all purchasing shall be conducted strictly in accordance with the laws of the State of Texas and policies adopted by the Gregg County’s Purchasing Board.

Quotations

The purpose of this procedure is to provide guidance for the purchase of material, equipment, supplies, repairs, and services that are not required by law to be bid. The general practice of the county shall be to accept the lowest responsible bid or price quotation as specified and on equal product standards. If the County receives two or more quotes or bids from responsible bidders that are identical in amount, as the lowest and best bid, the County shall select only one bidder by casting lots.

  • From $1.00 to $500.00 – If the County is purchasing property costing at least $1.00 but less than $500.00 over an aggregate twelve (12) month period, the county must solicit previously approved vendors and purchase from that vendor.
  • From $500.00 to $5,000.00 – If the County is purchasing property costing at least $500.00 but less than $5,000.00 over an aggregate twelve (12) month period, the county must solicit vendors by phone, to supply the particular item(s). In the procurement of these item(s), the county must document price quoted from at least three (3) previously established vendors.
  • From $5,000.00 to $10,000.00 – If the County is purchasing property costing at least $5,000.00 but less than $10,000.00 over an aggregate twelve (12) month period, the county must solicit vendors through written quotations, to supply the particular item(s). In the procurement of these item(s), the county must obtain written price quotations from at least three (3) previously established vendors.
  • From $10,000.00 to $49,999.99 – If the County is purchasing property costing at least $10,000.00 but less than $50,000.00 over an aggregate twelve (12) month period, the county must solicit vendors through written quotations, to supply the particular item(s). The originator will send their request to the Purchasing Department, the Purchasing Department will send out Request for Quotation forms with the specifications, date needed, quantity, etc. The opening will be stated and held in the Purchasing Department. The low bidder meeting or exceeding minimum specifications will be awarded the item(s) quoted.

Helpful Tips for all Vendors Doing Business with Gregg County, Texas

It is very important that all vendors understand that the County Purchasing Office is the only agency authorized to perform Purchasing on the County's behalf.  Gregg County is not responsible for orders that are placed outside of the Purchasing Office.

Vendors Should Always:

  • Request and obtain a Purchase Order Number from the County prior to delivering any items or performing services.
  • Reference the Purchase Order Number on the invoice.
  • Obtain a legible signature, the name and telephone number from the individual receiving the goods or services on behalf of the ordering department.

Vendors should NOT:

  • Accept verbal orders placed by an employee outside the Purchasing Office.
  • Accept orders without a Purchase Order Number.
  • Modify orders unless the Purchasing Office has issued an amendment to the Purchase Order.
  • Invoice for items that have not been delivered.