Welcome from the Mayor
City of Westlake
27700 Hilliard Blvd.
Westlake, OH 44145
440.871.3300
M – F: 8 a.m. – 5 p.m.


Purchasing Department
27700 Hilliard Boulevard
Westlake, OH 44145
Phone: 440.617.4285
Fax: 440.617.4304

Monday – Friday 8 a.m. – 5 p.m.

The Westlake Purchasing Department is responsible for overseeing procurement of goods and services for the entire city.

Its mission is to achieve excellent procurement services while purchasing the best quality goods and services at the lowest possible price and to deliver those goods and services to city departments promptly.


Purchasing Department Staff
Director of Purchasing
Larry Surber

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Secretary
Samantha Walling



Department Responsibilities

The Purchasing Department administers the acquisition of goods and services for all departments within the city. The department is responsible for developing bid specifications jointly with all city departments, obtaining bids through advertising and direct solicitation, establishing and monitoring price agreement contracts and issuing of purchase orders. Purchasing is responsible for negotiating and buying for all departments within the city, working with hundreds of individuals within the city and with thousands of vendors in supplying the city's needs as economically and efficiently as possible. The department researches products and services that may be available for purchase in conjunction or in cooperation with other governmental agencies.

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Doing Business with Westlake

The City of Westlake welcomes the interest and bids of all vendors. We take very seriously the responsibility to our tax-paying citizens to obtain goods and services of the highest quality at the lowest price.

This information will acquaint you with the city's various needs as well as how the Purchasing Department functions. We look forward to working with you to better serve the needs of our community.

What the city buys
• Goods and equipment – including vehicles, office equipment and safety supplies
• General services – including equipment maintenance
• Construction services – including labor and material for construction, reconstruction and maintenance of public improvements
• Professional services – including legal, medical, design, architectural and consulting

How the city buys
The City of Westlake has a centralized purchasing department. City departments/divisions submit their requirements and time schedules to the Purchasing Department. Following legal requirements, purchasing decides the appropriate source-selection method. They may include:

Telephone bid/informal contract – Requires competitive bids, which may be solicited over the telephone from prospective bidders. The bids are evaluated and a purchase order may be issued to the bidder submitting the lowest and best bid.

Informal bids – Requests for quotation or proposal, which include the appropriate specifications, are sent to bidders. Responses must be submitted in writing.

Formal or sealed bids – Invitations to bid and specifications are sent to prospective bidders. The city also gives public notice of bids via advertising prior to the bid-opening date. All formal bids must be submitted in a sealed envelope marked with the bid title, date and time specified to the Purchasing Department, City of Westlake, 27700 Hilliard Blvd., Westlake, OH 44145.

Offers by telephone, fax or telegram will not be accepted. All formal bids are opened publicly and read aloud at the time and place specified in the bid documents. Bids received after the public opening cannot be considered. Although results are not given over the phone, they may be reviewed by making an appointment with the Purchasing Department or by written request.

Items purchased through the formal bid process are usually advertised in the local newspaper, WestLife and/or Plain Dealer.

Both informal and formal bids are awarded based on the lowest, best and most responsive bid meeting the city's specifications and requirements.

Super blanket purchase orders are issued annually to cover routine supplies or services that may be ordered repeatedly during the year.

Additional Information
Terms: Unless otherwise stated, FOB Westlake
Tax exemption: Purchases by the City of Westlake are sales-tax exempt. A blanket exemption certificate is available upon request.

Invoices should be sent to:
Finance Department
City of Westlake
27700 Hilliard Blvd.
Westlake, OH 44145-3030

Payments are NET 30, unless otherwise noted.

If you need more information or have questions, feel free to call the Purchasing Department at 440.617.4285 between 8 a.m. and 5 p.m. E.S.T. weekdays, or e-mail us at the addresses listed above.

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Current Legal Notices Issued by the City of Westlake

Printing and Mailing of Various Newsletters - SSealed Bids will be received by the Mayor of the City of Westlake, Cuyahoga County, Ohio at City Hall, 27700 Hilliard Blvd., Westlake, Ohio, 44145 until 2:00 P.M. prevailing time, Wednesday, April 16, 2014 according to the Specifications on file in the Office of Purchasing, for the “Printing and Mailing of Various Newsletters” for the City of Westlake, Ohio. Legal Ad

Vending Machine Services - Sealed Bids will be received by the Mayor of the City of Westlake, Cuyahoga County, Ohio at City Hall, 27700 Hilliard Blvd., Westlake, Ohio, 44145 until 2:00 P.M. prevailing time, Wednesday, April 9, 2014 according to the Specifications on file in the Office of Purchasing, for the “Vending Machine Services” for various city locations. Legal Ad

Surplus Auction - On-line Bids will be received throughout the 2014 calendar year by the Mayor of the City of Westlake, Cuyahoga County, Ohio at City Hall, 27700 Hilliard Blvd., Westlake, Ohio 44145 for the disposal of all forfeited, confiscated, obsolete and surplus items owned by the City of Westlake through GovDeals.com on-line auction service. Legal Ad

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Recent Bid Tabulations and Awards

Concrete and Related Materials - Sealed Bids will be received by the Mayor of the City of Westlake, Cuyahoga County, Ohio at City Hall, 27700 Hilliard Blvd., Westlake, Ohio, 44145 until 2:00 P.M. prevailing time, Thursday, February 13, 2014, for the “CONCRETE AND RELATED MATERIALS FOR USE BY THE SERVICE DEPARTMENT FOR THE CITY OF WESTLAKE, OHIO”, according to Specifications on file in the office of the Director of Purchasing. Legal AdBid Tabs

Stone, Sand, Dirt and Gravel - Sealed Bids will be received by the Mayor of the City of Westlake, Cuyahoga County, Ohio at City Hall, 27700 Hilliard Blvd., Westlake, Ohio, 44145 until 2:00 P.M. prevailing time, Thursday, February 13, 2014 according to Specifications on file in the Office of the Director of Purchasing, for the “STONE, SAND, DIRT AND GRAVEL” requirements for the City of Westlake, Ohio. Legal AdBid Tabs

Asphalt Concrete and Bituminous Cold Mix - Sealed Bids will be received by the Mayor of the City of Westlake, Cuyahoga County, Ohio at City Hall, 27700 Hilliard Blvd., Westlake, Ohio, 44145 until 2:00 P.M. prevailing time, Thursday, February 13, 2014 for furnishing the “ASPHALT CONCRETE AND BITUMINOUS COLD MIX” requirements for the City of Westlake, Ohio, according to Specifications on file in the Office of the Director of Purchasing. Legal AdBid Tabs

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Surplus Vehicles and Equipment

The City of Westlake and the Westlake Police Department will dispose of certain forfeited, confiscated, obsolete and surplus items through GovDeals.com on-line auction service.
Items will be added the first week of every month as they become available throughout the year, please check back frequently to see the current items. Please inspect items prior to placing a bid. Inspections are by appointment only. Please contact Larry Surber at 440-617-4285 or Email address: lsurber@cityofwestlake.org to schedule an appointment.
To access GovDeals.com, click here.

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Human Resource Staff
Human Resource Manager
Jazmyn Stover

440-617-4300
Secretary
Mary Jo McGann
440-617-4300

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