Sullivan County Tennessee

Welcome to our beautiful and serene area, great for relaxing and also good for business

Purchasing

Kristinia Davis, Purchasing Agent
Contact Information:
Sullivan County Purchasing Department
3411 Hwy. 126, Suite 201
Blountville, TN 37617
Phone: (423) 323-6400
Fax: (423) 323-7249

Office Hours

  8:00 A.M. to 5:00 P.M. Monday – Friday except designated holidays.

Purchasing

Phone: (423) 323-6400
Fax: (423) 323-7249

Responsibilities of Purchasing Department

Hello and welcome to the Office of the Sullivan County (Tennessee) Purchasing Agent’s web site. Our key objective is to provide you with the tools needed to effectively do business with Sullivan County. Please browse through these pages and get acquainted with our office staff, procurement processes and governing regulations.

Responsibilities of Purchasing Department

Hello and welcome to the Office of the Sullivan County (Tennessee) Purchasing Agent’s web site. Our key objective is to provide you with the tools needed to effectively do business with Sullivan County. Please browse through these pages and get acquainted with our office staff, procurement processes and governing regulations.

We continue to develop and enhance our procurement processes. Our ultimate goal is to procure the commodities and services needed and requested by our County departments (including the Department of Education) in the most comprehensible and cost effective manner possible.

We appreciate your interest in our Office and will be happy to answer any questions you may have. Please click the ‘Staff Directory’ link to access our contact information.

Form #GPTC1001-14

Applicant to complete, sign and return applicable signature pages (Pages 1 and 8) of the Sullivan County Purchasing Department’s General Procurement Terms and Conditions Form #GPTC1001-14.

ANY APPLICANT WISHING TO BECOME AN ACTIVE TRADE REFERENCE (VENDOR) WITH SULLIVAN COUNTY SHALL REGISTER WITH THE SULLIVAN COUNTY PURCHASING AGENT’S OFFICE.
Applicant to complete, sign and return applicable signature pages (Pages 1 and 8) of the Sullivan County Purchasing Department’s General Procurement Terms and Conditions Form #GPTC1001-14.

Mail to:

Sullivan County Purchasing Department
3411 Highway 126-Suite 201
Blountville, TN 37617-0569

NOTE: AN ORIGINAL SIGNATURE IS REQUIRED. FAX OR EMAIL SUBMITTALS ARE NOT ACCEPTABLE.

After receipt of the aforementioned documents, the Sullivan County Purchasing Agent may request additional information, including (but not limited to) portfolios of previous projects, bid bonds, performance/payment bonds, personal references listing, financial reports, certificates of insurance, copies of licenses/permits/certifications and/or any other significant data necessary to establish and/or maintain an active trade reference status.

Once active trade reference status is established, it is the responsibility of each trade reference (vendor) to update and communicate in written form to the Sullivan County Purchasing Agent any changes, additions, deletions, or alterations to the information initially provided.

Sullivan County is a government municipality within the State of Tennessee. The Sullivan County Purchasing Agent is elected by majority vote from the twenty-four (24) members of the Sullivan County Commission beginning the third Monday of the 1947 April term, and every two (2) years thereafter.

The Office of the Sullivan County Purchasing Agent is governed by the 1947 Private Acts of Sullivan County, as amended in 1998, and in accordance to Tennessee Code Annotated chapters pertaining to procurement and other related responsibilities, not otherwise identified in the 1947 Private Acts.

It is the duty of the Sullivan County Purchasing Agent to adopt the standards, classify the requirements and authorize the procurement for all supplies, materials, equipment, commodities, services, professional services, leases/rentals, contracts and construction projects, as well as disposition of real and/or personal surplus property, for all Sullivan County Departments, including the Department of Education. The Sullivan County Purchasing Agent must also countersign all warrants for payments of commodities, services, contracts, wages and any other incurred expenditures for all Sullivan County Departments, including the Department of education.

We work with an annual operating budget in excess to one hundred and sixty million dollars ($160,000,000.00). We have an active trade reference listing in excess to twenty-five hundred (2,500) vendors. All procurement transactions must have prior purchase authorization from the Sullivan County Purchasing Agent and require purchase order verification. Sullivan County is exempt from all local, state and federal taxes. Appropriate forms must be signed/authorized by the Sullivan County Purchasing Agent and are available to all active trade references who conduct business with Sullivan County.

The Sullivan County Purchasing Agent is responsible for the supervision and the activities/operations of the Sullivan County Purchasing Department, Sullivan County Central Receiving, Sullivan County Printing and Sullivan County Mail/Courier Services.

Commodities exceeding $15,000 are solicited in open market by written, sealed, competitive priced proposals, bids and/or priced quotes (unless otherwise exempted). We are required to advertise our bid solicitations in one (1) local newspaper. Generally, we advertise in the Sunday edition of the Kingsport Times News which is published on their web site.

Kingsport Times News
P. O. Box 479
Kingsport, TN 37662
Phone: (423) 392-1311
Fax (423) 392-1398
Website: www.timesnews.net

It is the policy of the Office of the Sullivan County Purchasing Agent to achieve the utmost degree of open, market competition when soliciting competitive priced proposals, bids and/or priced quotes for the purpose of public procurement. All competitive priced proposals, bids and/or priced quotes shall receive equal and non-partisan treatment throughout the entire procurement process and shall be solicited, evaluated and awarded on a non-discriminatory basis.

Any procurement transaction for supplies, materials, equipment, commodities, services, professional services, leases/rentals, contracts and construction projects must be prior authorized and must be preceded by purchase order.

All written, sealed competitive priced proposals, bids and/or priced quotes must be submitted on the forms provided by the Office of the Sullivan County Purchasing Agent on or before the day and time designated and shall contain a handwritten signature. Requests which exceed $5,000 may be viewed in our local newspapers per the information listed under the “legal advertisements” section of this site. If you are interested in obtaining copies of any of the competitive priced proposals, bids and/or priced quotes listed in our legal advertisements, please contact our office.

The best interest of Sullivan County shall be the final determining factor in any award, including specifications, price, delivery time, service, prior history and any other such information crucial to the award circumstances.

All procurement records are maintained in accordance to our regulations for a minimum of ten (10) years (infinite for construction projects) and are available for public review.

If you have not registered as an active trade reference (vendor) with the Office of the Sullivan County Purchasing Agent, you may do so under the Terms and Conditions section of this site. If you cannot download the Terms and Conditions or if you wish to check your “active” status, please contact our office.

Pursuant to the rules and regulations governing the Office of the Sullivan County Purchasing Agent, the dollar limits indicated below are applicable to all commodities/services purchases, unless otherwise exempted. All procurement requests authorized by the Sullivan County Purchasing Agent are processed in synchronization by the appropriate procurement officer(s).

IF THE AMOUNT OF PURCHASE IS LESS THAN $500

    • Can be purchased in open market wherever available

IF THE AMOUNT OF PURCHASE IS BETWEEN $500 AND $4,999

    • Requires written, phone and/or faxed competitive priced proposals, bids and/or priced quotes solicited by procurement officers to qualified vendors (minimum of 3, if available)
    • Requires tabulation of all transactions for permanent records

IF THE AMOUNT OF PURCHASE IS $5,000 OR ABOVE

    • Requires written, sealed competitive priced proposals, bids and/or priced quotes
    • Requires newspaper advertisement
    • Requires PUBLIC OPENING
    • Requres tabulation of all transactions for permanent records

Click link below for list of current Sullivan County solicitations. 

Current Solicitations 

ATTENTION:  All potential vendors MUST be registered with the Purchasing Department PRIOR to the issuance of a Purchase Order.

Below are the Terms and Conditions with NIGP Codes to be completed for registration with Sullivan County for purchasing. 

To register with Sullivan County please click the link below.

Vendor Registration

It is the duty of the county purchasing agent to adopt the standards, classify the requirements and prepare, adopt and promulgate written specifications describing such standards for all supplies, materials, equipment, commodities, services, professional services, leases/rentals, contracts and construction projects, as well as disposition of real and/or personal surplus property, for all Sullivan County Departments, including the Department of Education.   In preparation and revision of such standards, the county purchasing agent shall seek the advice, assistance and cooperation of the county departments and agencies concerned, to ascertain precise requirements and essential characteristics of the commodity/ service desired.  Each specification adopted for any commodity/ service shall, insofar as possible, satisfy the requirements of the majority of the county departments and provide adequate information for competitive procurement.

The county purchasing agent is authorized to purchase and contract to purchase materials, supplies, equipment and contractual services on a fiscal year basis, but no commitment shall be made which extends beyond the end of the current fiscal year for which appropriations have been made by the county legislative body, except such commitments as are authorized by resolution of the county legislative body.

No purchase shall be made or purchase order or contract of purchase issued without the consequence of a requisition for the supplies, materials, equipment or contractual services required.  Requisition shall be signed by the head of the department, office or agency of the county requiring such articles or services.  Copies of all such requisitions shall be kept on file in the office of the county purchasing agent.  In the determination of the county’s annual needs of certain commodities and/or services, the county purchasing agent may request the various departments, offices and agencies of the county government to anticipate their needs for the remainder of the fiscal year and to issue their requisitions based upon such estimates.

No purchase shall be made or purchase order or contract of purchase issued for tangible personal property or services from any firm or individual whose business tax or license is delinquent.

If the amount of the expenditure is estimated to exceed five thousand dollars ($5,000) sealed bids shall be solicited, unless same can be legally declared as an emergency purchase, sole source purchase and/or professional service.  All purchases of and contracts for purchases of supplies, materials, equipment and services, and all contracts for the lease or rental of equipment, and all sales of county-owned property which has become surplus, obsolete of unusable, shall be based wherever possible on competitive bids, unless otherwise exempted.  Contracts for legal services, auditing services by certified public accountants, and similar services by professional persons or groups of high ethical standards shall not be based upon competitive bids but shall be awarded on the basis of recognized competence and integrity. Competitive bidding does not prohibit the county from interviewing eligible persons or groups to determine the capabilities of such persons or groups.

The county purchasing agent may purchase materials, supplies, commodities and equipment from any federal, state or local governmental unit or agency, without conforming to the competitive bidding requirements of this part.  Bids are not required for services for which the rate or price is fixed by a public authority authorized by law to fix such rates or prices. 

The county purchasing agent shall solicit sealed bids by public notice inserted at least once in a newspaper of county-wide circulation, five (5) days prior to the final date for submitting bids.  All such notices shall include a general description of the commodities or contractual services to be purchased or property to be sold, and shall state where bid forms and specifications may be obtained and the time and place of opening bids.  Requisitions for items estimated to cost an amount such as to require public newspaper notice shall not be subdivided in order to circumvent formal bid solicitation requirement and public newspaper notice as herein provided.

All sealed bids received shall be opened publicly at the time and place fixed in the advertisement.  Each bid, with the name and address of the bidder, shall be entered on a record, and each record with the names of the bidders, the amounts of their bids, and the name of the successful bidder indicated thereon, shall, after the award or contract or order, be open to public inspection.  Withdrawal of a bid will only be permitted where there is obvious clerical error or where enforcement of the bid would impose unconscionable hardship due to an error in the bid resulting in a quotation substantially below the other bids received.  The county purchasing agent will record any withdrawal request and if approved, will authorize same by signature.  The county purchasing agent may require a written request from the bidder.  Revisions to a bid after public bid opening are not permitted.  Revisions to a purchase order award are only permitted if the county purchasing agent has authorized an escalation agreement, a delivery timetable revision and/or other such alterations. 

The county purchasing agent can reject any or all bids for good cause.  Action to reject all bids shall be taken for unreasonably high prices, errors in the invitation to bid, cessation of need, unavailability of funds, failure to meet technical specifications and/or other such causes that would be favorable to the county.

All purchases in amounts that do not require bid solicitation may be made by the county purchasing agent in the open market without newspaper notice, but shall whenever possible be based upon at least three (3) competitive bids.

All open market purchase orders or contracts made by the county purchasing agent shall be awarded to the lowest and best bidder, taking into consideration the qualities of the articles to be supplied, their conformity with specifications, their suitability to the requirements of the county and the delivery terms.  In cases of errors in the extension of prices, the unit price will govern.

Each purchase order or contract issued or executed shall be evidenced by authorization from the county purchasing agent and the appropriate budgets director, which shall give all significant details respecting such order or contract.  Each purchase order or contract issued or executed must indicate either the actual cost for the items/ services purchased and/or an estimated annual cost for contract items/ services.  The estimated annual encumbrance can be increased/decreased during the year as necessary.  Changes to a purchase order and/or contract award can only be authorized by the county purchasing agent.  All approved changes are reflected in a revision to the original document and specifically state the reason for change, who requested the change and any price or language adjustments corresponding to same.

Purchase orders are distributed as follows:  Original purchase order and/or revision shall be furnished the vendor, one copy shall be furnished to the appropriate accounting department, one (1) copy shall be retained in the office of the county purchasing agent and one (1) copy shall be submitted to the user department.

Any inferior and/or damaged supplies, materials or equipment must be reported immediately to the county purchasing agent.  The user department is not authorized to trade, ship or return inferior or damaged supplies, materials or equipment without prior authorization from the county purchasing agent. 

All purchases/services under the requirements of this part and all documents, pertaining to the award shall be preserved for a period of ten (10) years.

All sales of county owned property, real or personal in nature which has become surplus, obsolete or unusable shall be disposed of by the county purchasing agent as defined in TCA 12-2-403.

PURCHASING MAIN OFFICE

3411 Highway 126
Suite 201
Blountville, TN 37617
Phone: (423) 323-6400
Fax: (423) 323-7249

PURCHASING CONTACTS

Kristinia Davis
Purchasing Agent
kris.davis@sullivancountytn.gov
Phone: (423) 323-6400

Alan Mahaffey
Assistant Purchasing Agent
alan.mahaffey@sullivancountytn.gov
Phone: (423) 323-6404

Debbie Burleson
Senior Buyer
debbie.burleson@sullivancountytn.gov
Phone: (423) 323-6402

Christine Lawson
1st Procurement officer
christine.lawson@sullivancountytn.gov
Phone: (423) 323-6408

Carolyn Amos
2nd Procurement officer
carolyn.amos@sullivancountytn.gov
Phone: (423) 323-6401

Alicia Wycoff
3rd Procurement officer
alicia.wycoff@sullivancountytn.gov
Phone: (423) 323-6400

PRINT SHOP/MAIL SERVICES MAIN OFFICE

mailto:john.wright@sullivancountytn.gov
Phone: (423) 323-6400

PRINT SHOP/MAIL SERVICES CONTACTS
John Wright
Print Shop

Wade Delp
Mail/Courier Service

RECEIVING MAIN OFFICE
mailto:michael.greer@sullivancountytn.gov
Phone: (423) 323-6476
Fax: (423) 323-6478

RECEIVING CONTACTS

Michael Greer
Receiving Clerk

Ready To Get Started? Visit Our Site

Sullivan County Courthouse

3411 Hwy 126

Blountville, TN 37617

 

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