WELCOME

We are pleased to meet all suppliers interested in selling materials and providing services to the BWL. We work with suppliers to maintain and develop strong, competitive business relationships that are mutually beneficial. We are supportive of local suppliers and the economic contributions they make to the Lansing area and they play an important role in our supply chain.

This information is designed to assist and guide all interested suppliers who wish to engage in business with the Board of Water and Light (BWL). We hope this information provides effective insight into our process for conducting business. Along with this information, we extend an invitation for you to ask any questions or express any concerns that may improve our business relationship.

MATERIAL & SERVICES

Material & Services Management is the BWL department responsible for Purchasing, Receiving, Inventory Management, Warehousing, and Investment Recovery. We purchase all items except coal, which is handled through the BWL Production Process. Our staff resources include a Manager, Warehouse Supervisor, Buyer Supervisor, Production Material Planner, Supply Chain Analyst, Buyers, Material Control Specialist, and Stock Distribution Specialists.

Our mission is to provide BWL processes with the right materials and services, at the right time, in the right place, in the right quantity, at the right price.

We are authorized to purchase supplies, equipment and services for the BWL and ensure that the purchasing policies and procedures of the BWL are properly administered to comply with federal, state and local guidelines.

WHAT WE BUY
The BWL provides water, electric and steam service to the greater Lansing area and requires a wide variety of commodities and services to support and maintain our operations. We purchase everything from power plant equipment and parts to office supplies, laboratory equipment, computer products, vehicles, etc. We contract for services that we cannot provide with our own internal labor force, such as temporary staffing, catering, engineering, utility-related consulting, equipment repair, etc. To see what we buy click here.

GETTING STARTED
All initial sales representative contacts with BWL departments should be arranged through a Material & Services Management Buyer. If a review of your business capabilities looks like it is a match for our needs, the Buyer will enter your business information into our Supplier Database and create a BWL Supplier Number for your business. The Buyer will also assist you in identifying other BWL departments and employees that you should meet with who may be interested in your materials or services. When suppliers bypass this portion of the process and go directly to the BWL departments before meeting with a Buyer, the contract award process may be delayed significantly due to issues related to Tax Exemption Status, Credit Applications, legal requirements, etc.

Suppliers may complete our Supplier Application form by downloading the document from this web site and faxing it to (517) 702-6042. Click here to display the form.

Some items that the BWL purchases, such as electric line hardware and safety items are covered by stringent technical specifications and/or standards. Manufacturers and distributors and their products must be evaluated by the BWL Standards Engineer or the Safety Administrator prior to being placed on the BWL bid list. A buyer will be happy to assist suppliers with this process.

HOW WE BUY
As a public utility, we conduct our business in an open and competitive fashion in accordance with regulations approved by our Board of Commissioners. A brief outline of our regulations is as follows.

The BWL Purchasing Policy is based on a competitive bid process.  Purchases are made on the basis of the best-evaluated bid, which may include quantity, quality, service (which includes delivery) competitive market prices, value added services, and risk assessment.

BWL has high ethical standards. The provisions of the City of Lansing’s Ethics Ordinance cover doing business with the BWL.

In accordance with the Ethics Ordinance, suppliers should not offer gifts to BWL employees. We prefer that incentives be expressed in terms of quality, service and bid price.

Suppliers who are related to a BWL employee should contact Bruce Cook at (517) 702-6598 to discuss the Ethics Ordinance prior to doing any business with the BWL.

All BWL employees are covered by the Ethics Ordinance and should contact Bruce Cook at (517) 702-6598 if they have an outside business.

As a public agency, all business transactions are a matter of public record. Business should be conducted in a sincere, open and fair manner. It is expected that all pricing, service and delivery agreements will be adhered to.

No materials may be shipped nor any service performed with a value over $5,000 without competitive bids and a BWL purchase order. The preferred method of purchasing items and/or services with a value under $5,000 is the BWL Procurement Card.

TAX EXEMPTION

Click here for our Tax Exempt Form

Types of Contracts

The standard contract form used by the BWL for routine purchases is a Purchase Order. Non-standard contracts may be written for specific purchases. Material and Services Management issues all Purchase Orders.

Contracts are managed by a Buyer and normally involve sending a Contract Release Purchase Order document to the supplier when materials or services are required.

BWL suppliers shall prepay freight charges so that BWL does not receive a separate invoice from the freight company. Terms are FOB Destination, Freight Prepaid.

The BWL is not responsible for payment of unauthorized purchases made without a Purchase Order or in violation of our Procurement Card policy.

Procurement Cards (Credit cards)

To increase efficiency and reduce administrative overhead, the BWL prefers to make small dollar purchases with our corporate credit cards (called PCards). PCards can also be used for larger purchases with special arrangements through a BWL Buyer. The credit card is to be used only by the named cardholder. The cardholder may NOT make personal purchases on the card.

Insurance Requirements

Certificates of insurance evidencing the following coverage are required from all suppliers performing services on the premises of the BWL: Commercial general liability and auto liability insurance with minimum limits of $1,000,000 each occurrence, and naming BWL as an additional insured, and Workers’ compensation coverage in accordance with the laws of the State of Michigan.

Invoice Processing

All invoices are processed through Financial Services, Accounts Payable department. If there are any questions concerning invoice processing please direct them to:
       Mr. Ritch Lewis, Supervisor, Accounts Payable
       Board of Water and Light
       PO Box 13007
       Lansing, MI 48901
       (517) 702-6188

Deliveries

All deliveries should be made to the BWL Delivery Location specified on the Purchase Order. The BWL purchase order number and the name of the BWL employee who placed the order must appear on all shipments, delivery slips, and invoices.


ORGANIZATION OF MATERIAL & SERVICES MANAGEMENT

Mailing Address:
Lansing Board of Water and Light
Material & Services Management
PO Box 13007
Lansing, MI 48901

Business Hours
Receiving hours for deliveries at the warehouse are 7:45 a.m. to 3:00 p.m. Monday through Friday.

Purchasing hours are 7:30 a.m. to 4:00 p.m. Monday through Friday. Visitors are welcome during those hours. Suppliers are required to call ahead and make an appointment to see a buyer so you can be assured that they will be available. The receptionist will direct visitors to the appropriate personnel for assistance. Make each visit a beneficial one. Bring us a new idea, approach, or product.

Office Address and Location
Material & Services Management is located at 1110 S. Pennsylvania Avenue, Lansing, Michigan, 48912. We are housed in the BWL Hazel/Penn Construction Complex at the southwest corner of S. Pennsylvania Avenue and Hazel St., approximately ¼ mile south of I-496. Click here to see and print map.

Phone/Fax
Office Telephone: (517) 702-6198
Office Fax: (517) 702-6042