Purchasing Department
27700 Hilliard Boulevard
Westlake, OH 44145
Phone: 440-617-4285
Fax: 440-617-4304

Monday - Friday 8 a.m. - 5 p.m.

New Westlake Service Garage

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.

Secretary
Samantha Walling
440-617-4286

Assistant Purchasing Director
Larry Surber
440-617-4289

Administrative Assistant
Michele Hassen
440-617-4287

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. Purchasing is also responsible for administering the Group Health Care Plan, Bureau of Workers' Compensation claims and all other insurance matters.

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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, Sun Herald Newspaper (Sun News).

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

Blanket purchase orders are issued quarterly 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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Bids for 2008 Watermain Replacement Milmar/Dover Bay Estates will be opened on June 2.

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Bids for the 2008 Concrete Pavement with Asphalt Overlay on Various Streets were opened on May 13. For bid results, click here.

Bids for the Recreation Center Lake Bank Protection Improvements were opened on May 13. For bid results, click here.

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ALWAYS check to make sure your Provider is in your PPO network
Telephone: 1-800-346-3141 or 1-216-479-2040
Website: www.emeraldhealth.com

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