Vendor FAQ’s
PURCHASING QUESTIONS AND ANSWERS
Q. How can I get on a bidders list so that I may receive and submit timely bids for goods and services?
A. Send an email to purchasing@huntingtonny.gov or a written request, on company letterhead to the Director of Purchasing at 100 Main Street, Room 209, Huntington, NY 11743, asking to be included on a vendors list for a specific bid or bids.
Include as much information as possible about the goods and services being offered to the Town. Sending a brochure or line card is very helpful by allowing us to match your products with the specific needs of the Town.
Q. How can I obtain a bid document?
A. All supply/service bids and request for proposals (RFPs) may be downloaded from the Town’s website at http:// huntingtonny.gov under Bids/ RFPs. Public Works bids are available for a non-refundable fee of $10.00 at the Purchasing Division, Room 209 Huntington Town Hall, 100 Main Street, Huntington, NY 11743.
Q.I would like to submit a bid, but I have a question about the specifications?
A. Questions, requests for information or interpretations concerning the drawings or specifications, or any aspect of the bid or project must be addressed in writing to the DIRECTOR OF PURCHASING, TOWN OFHUNTINGTON, Town Hall, 100 Main Street, Room 209, Huntington, New York 11743, Fax # (631) 351-2833 or email to purchasing@huntingtonny.gov, and to be given any consideration, must be received at least five (5) business days prior to the date fixed for the opening of bids.
Q. Is an award always made to the lowest priced bidder?
A. The specifics of General Municipal Law require that an award be made to the lowest responsive responsible bidder for a specified item or group of items included in a bid proposal. The determination of responsibility of any potential awardee includes not only price, but also conformance with all of the specifications in the bid proposal. Timeliness of delivery, warranty conditions, solvency of the vendor and adherence to local law and codes by the bidder are all considered in determining the lowest responsible bidder. Awards may be viewed and downloaded in pdf format from the Purchasing Division’s section of our Online Library.
Q. When will I be notified if I have received an award and when will a purchase order be processed?
A. The Director of Purchasing and the Town Board will make every effort to award contracts within forty-five (45) days of the bid opening. However, there are circumstances where the decision making process may take longer and an extension to hold bid prices past this period will be requested of the bidders. The successful bidder(s) will receive written notification from the Director of Purchasing of the award, requesting that all insurance documents and bonding information, if applicable, be secured and submitted to the Town prior to the issuance of a purchase order or contract.
Q. How can I learn what the results of previous bids were so I can compete effectively?
A. As this information is a matter of public record, simply email to purchasing@huntingtonny.gov, or FAX (631-351-2833) a specific request for information to the Director of Purchasing. The Purchasing Division will endeavor to respond to your request promptly. Awards for supply bids can be found under the Purchasing Division’s section of the Online Library. We recognize that the most competitive bids come from the most informed bidders.
Q. Can I attend a bid opening for which my company submitted a bid proposal?
A. All bids are publicly opened and the results are read aloud at the scheduled time and place listed in the Notice to Bidders. Anyone can attend any scheduled bid opening, at any time. Most bid openings are conducted in the Purchasing Division’s office, Room 209, Town Hall, 100 Main Street, Huntington, NY 11743.
Q. How can I get a copy of the bid tabulations for a bid?
A. Submit your request in writing to the Director of Purchasing via email to purchasing@huntingtonny.gov, orFAX (631-351-2833). If you submitted a bid Purchasing will provide the information as soon as it is available. If you did not submit a bid then your request will have to be treated as a FOIL and will be responded to according to FOIL regulations.
Q. How can I get a copy of all the bids submitted for a project?
A. Submit your request in writing to the Director of Purchasing via email to purchasing@huntingtonny.gov, orFAX (631-351-2833). Since this would be considered a FOIL request, an acknowledgement and response will be provided within the parameters of the law. All FOILS must be paid in full before the information will be released. A charge of $.25 per page for copies will be charged for all FOIL requests. A personal check or money order is the preferred method of payment. Cash will only be accepted if the amount is under $25.00.