Frequently Asked Questions

Q. What do I need to do to be placed on the DeKalb County bidder's list?
A. Complete registration with the County in iSupplier; a completed W-9 and "Conflict of Interest" form is required (How To Do Business) along with a copy of the company's business license. Suppliers interested in certification as a Local Small Business Enterprise (LSBE) should complete the appropriate application as well (DeKalb LSBE).

Q. Does the County offer set-asides or preferences for Minority Business Enterprise/WomanBusiness Enterprise MBE/WBE?
A. No. The county has a Local Small Business Enterprise (LSBE) -  Program. For more information please contact the Special -  Projects Team at (404) 371-4770 or visit the LSBE website.

Q. Do I have to be on the mailing list to submit a bid?
A. No. However, before the County awards a contract, you will be asked to complete a Supplier’s Registration Package (Form 16) and a federal W-9 form. Being on the list assures that you can receive announcements automatically for solicitations of commodities and services identified by NIGP Codes in your application; however, you must be entered into the Oracle system in order to be paid.

Q. How do I get information regarding previous contracts?
A. You may submit an Open Records Request to review or receive copies of previous contracts or bid tabulations to: Chief Procurement Officer of Purchasing and Contracting.

Q. How do I submit an Open Records Request?
A. The Department of Purchasing and Contracting has a policy for an Open Records Request pursuant to O.C.G.A §50-18-70.

Open Records Request Instructions
Open Records Request Form

Q. What amount must a project be before it is bid?
A. All commodities, services, construction projects, and insurance estimated to cost more than $50,000 will be subject to formal, advertised Sealed Bid Invitations or Request for Proposals. Procurements for items costing less than $50,000 in value are handled through informal written quotes, which are advertised on this website on the Bid Opportunities page.

Q. Does the County use telephone quotes? At what amounts?
A. Telephone quotes are permitted for commodities and services estimated to cost less than $5,000. Most telephone quotes are requested by the county’s departments, which have been delegated this authority by the County.

Q. How do I know which Procurement Agent handles what commodities or services?
A. Commodity and service procurements are assigned to Procurement Teams within the Purchasing and Contracting Department. The name of the Procurement Agent is listed with the project on the Bid Opportunities page of this website and on the solicitation documents.

Q. How does the County advertise goods or services being bid?
A. All commodities, services, construction projects or insurance requirements estimated to cost more than $50,000 are advertised in "The Champion" newspaper, the legal organ of the County (see "How to do Business with DeKalb County"). All formal advertised requirements are also posted on the Purchasing  and Contracting website; GA Procurement Registry; and DeKalb County DCTV23 on Comcast Cable.

Q. Does the Purchasing and Contracting Department buy for all County offices?
A. Yes, although some legally independent departments have been  granted procurement authority and have their own purchasing offices and procedures. These are as follows: 

• DeKalb Tax Commissioner
• DeKalb Clerk of Superior Court
• DeKalb District Attorney
• DeKalb Sherriff's Office

Q. How do I contact other DeKalb County  Departments?
A. They are all listed in the DeKalb County Government Telephone Directory

Q. How long will my firm remain on the County's bidder mailing list?
A. Indefinitely, or until you submit a written request asking us to remove your firm.

Q. Does the County give bid results over the telephone?
A. Yes. Call the Special Projects Team at (404) 371-7051 or send an email to pcadmin-ops@dekalbcountyga.gov. This information is also available on this website on the Bids Opportunities page.

Q. What are your office hours?
A. The Purchasing and Contracting Department office is open from 8:30 a.m. to 5:00 p.m., Monday through Friday. Vendors are requested to call for an appointment to visit with a member of the staff. (Note: Sealed Bids must be received before 3:00 p.m. on the published due date.)

Q. Does the County release the estimated cost of projects being bid?
A. No.

Q. What are the bonding requirements?
A. Each project has its own bonding requirements; however, all performance and payment bonds are to be 100 percent of the bid. Bonds must be issued by an approved surety firm listed in the Federal Register and licensed to write Surety Insurance in the State of Georgia. Bid bonds are due with bid submission.

Q. Must a company be a resident of Georgia to bid?
A. No.

Q. May I receive or send a bid package by facsimile (fax)?
A. No. Formal advertised sealed bids/proposals will not be issued nor accepted by the Purchasing and Contracting Department via facsimile.

Q. Do you provide lists of registered bidders or plan holders?
A. This information is usually available through the Project Architect and Engineer. Plan Houses will be specific within the bid advertisement.

Q. How are small purchases handled?
A. All purchases less than $50,000 are handled through an Informal Written Quote (IWQ) process.

Q. May I get documents for informational purposes after bids are received?
A. Copies of bid tabulations are available on our website for up to 30days after the bid opening date. - In addition you may contact the Special Projects Team at (404) 371-7051 or email a request to pcadmin-ops@dekalbcountyga.gov.

Q. Who originates the requirement for a Bid, Request for Quotation (RFQ), or Request for Proposal (RFP)?
A. Normally, the using Department submits a requisition to the Purchasing & Contracting Department for a specific requirement.

Q. How are small purchases handled?
A. All purchases less than $50,000 are handled through an Informal Written Quote (IWQ) process.

Q. When will I be paid?
A. The County’s official payment terms are net 30 unless otherwise specified by law or by contract. Suppliers may obtain more favorable terms by offering time payment discounts with their quotes.  

Q. Where do I find posted bid opportunities and bid results?
A. All active bids, the results of bid submissions and awards can be found on our website at: Bid Opportunities