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Suffolk County Purchasing System Frequently Asked Questions [FAQ]

Please read the information below carefully; there's a very high chance that you'll find your answer here...

  1. How can I view Suffolk County Contracts?
  2. What is the bid opening date?
  3. How do I find out the results of a bid?
  4. Do I have to be present at the bid opening?
  5. With the new PURCHASING WEBSITE Do I still need to register for each individual bid?
  6. Where is the Purchasing Office located?
  7. Will I automatically receive addendums?
  8. How do I get added to the County’s approved buyer list?
  9. How can I view prior pricing for a contract?
  10. I created an account so why am unable to view anything except for the help area?
  11. I created an account but didn’t receive or deleted the confirmation email. What do I do?
  12. What is an NIGP Code (National Institute of Government Purchasing)?
  13. How can I unsubscribe from receiving future email notifications?
  14. I have unsubscribed to future emails by selecting none as the choice on my account. Why am I still receiving attachment emails?
  15. I’m having trouble downloading documents. Who can I contact?
  16. I have questions regarding specific commodities. Which Purchasing Agent should I contact?
  17. I can’t find what I’m looking for is there a way to sort the offerings in some kind of order?
  18. How can I obtain a copy of a Bid or an RFP?
  19. Where can I view the Legal Appendices?
  20. How can I subscribe to receive automatic email notifications of new offerings?
  21. Can I subscribe to receive automatic email notifications for all new offerings?
  22. Can I change my user name?
  23. Can I change my password?
  24. My account is showing that I’m registered and when I log-in the column headings are not accessible and/or they are reading “label”.
  25. Can I use the same email address for separate user names?

1. How can I view Suffolk County Contracts?

Suffolk County Contracts can be viewed by going to the Purchasing Office website at this link: https://dpw.suffolkcountyny.gov/contractsearch/contractsearch.aspx .

2. What is the bid opening date?

The bid opening date is the date the bid is publically opened in the Purchasing Office. All bids must be received and clocked in before 11 a.m. of the opening date. Vendors can attend bid openings.

3. How do I find out the results of a bid?

Results can be obtained by attending the bid opening. After an award is made,results can be obtained via the FOIL process.

4. Do I have to be present at the bid opening?

No, bids are open to the public but you do not have to be present at the opening.

5. With the new PURCHASING WEBSITE Do I still need to register for each individual bid?

You no longer need to register for each bid. After you log on you will be automatically registered for any bid that you open.

6. Where is the Purchasing Office located?

The Suffolk County Purchasing Office is located at:

335 Yaphank Avenue

Yaphank, NY 11980

Directions:

Long Island Expressway to exit 67.

South on Yaphank Ave. (County Road 21). Make the second left. The Suffolk County Purchasing Office is located

in the Rudolph Kammerer Building - Room 103.


View Larger Map

7. Will I automatically receive addendums?

Addendums will automatically be sent out to all users registered for that bid.

8. How do I get added to the County’s approved buyer list?

Suffolk County does not have an approved buyers list. By creating a user account on our website you will receive e-mail notifications whenever new bids are posted.

9. How can I view prior pricing for a contract?

Suffolk County Contracts can be viewed by going to the Purchasing Office website at this link: https://dpw.suffolkcountyny.gov/contractsearch/contractsearch.aspx.

10. I created an account so why am unable to view anything except for the help area?

Once you have created an account an e-mail is sent to you with the subject line: “Suffolk County Purchasing Department Registration Confirmation”. You were required to complete your registration by clicking on the link in the email. This confirmation was not received. Your account is now pending.

11. I created an account but didn’t receive or deleted the confirmation email. What do I do?

If you didn’t receive your confirmation email, please contact the Purchasing Office @ 631-852-5196.

12. What is an NIGP Code (National Institute of Government Purchasing)?

The NIGP Code is a coding classification used primarily to classify products and services procured by state and local governments. Specific NIGP Codes can be found under Help/NIGP Codes or under Account/Update Account.

13. How can I unsubscribe from receiving future email notifications?

You can unsubscribe from future offerings by following this path: Account/Account Update/Email Subscriptions – change the subscription type from “Specific” to “None”. You will still have an account on our system but will no longer receive e-mail notifications.

14. I have unsubscribed to future emails by selecting none as the choice on my account. Why am I still receiving attachment emails?

You will still receive attachment emails for all offerings that were viewed on our website. These will stop once the due date has passed.

15. I’m having trouble downloading documents. Who can I contact?

If you are having problems downloading documents from this site or experience any other technical difficulty related to execution of this application, please call Public Works Information Technology at 631-852-4115, while at the PC causing the problem.

16. I have questions regarding specific commodities. Which Purchasing Agent should I contact?

The Suffolk County commodity list can be viewed under help or by going to the Purchasing Office website at the following link:

http://www.suffolkcountyny.gov/Portals/0/purchasing/Forms/COMMODITYLIST.pdf

17. I can’t find what I’m looking for is there a way to sort the offerings in some kind of order?

Offerings can be sorted by “Type, Doc #, Doc Title, and Due Date by clicking on the title bar located just below the wording Offering(s) Found:

Additional offering can be sorted by using the “Type” drop down box or using the “Find – In” search feature.

18. How can I obtain a copy of a Bid or an RFP?

You can obtain a copy of a Bid or an RFP by going to the Suffolk County home page www.suffolkcountyny.gov and creating an account in the Bids and Proposals area.

You can also obtain a copy by appearing in person at the Purchasing Office.

19. Where can I view the Legal Appendices?

The Legal Appendices for each Bid or RFP can be viewed within the details of each offering.

20. How can I subscribe to receive automatic email notifications of new offerings?

You can subscribe to receive automatic email notifications for new offerings through the "Email Subscriptions" section of the "Account Registration" page by following this path: Account/Account Update/Email Subscriptions.

Change the NIGP Codes Subscription Type to Specific and then click the "Select" button. This will bring you to the "NIGP Code List Subscription" page. Click the check box next to each NIGP Code you would like to be notified of.

When you have finished making your selections, click the "Submit" button at the bottom of the page to return to the "Account Registration" page. Then click the "Submit" button at the bottom of the "Account Registration" page.

21. Can I subscribe to receive automatic email notifications for all new offerings?

No. Automatic email notifications must be selected by specific NIGP Codes. Please see FAQ number 20 for instructions.

Please note that registered users of the previous version of the Purchasing System application who were registered for automatic email notifications of all offerings must update their accounts by selecting specific NIGP Codes. Please see FAQ number 20 for instructions.

22. Can I change my user name?

No. Your user name cannot be changed.

23. Can I change my password?

No. Your password cannot be changed.

24. My account is showing that I’m registered and when I log-in the column headings are not accessible and/or they are reading “label”.

You may be using Google Chrome, AOL, or Firefox – Please log in using Internet Explorer.

25. Can I use the same email address for separate user names?

Each email address can be used only one time.