Page 41 - CONTRACT POLICY MANUAL
P. 41

§3.1-106       Vendor Selection

                  (1)  Selection of vendors for commodities will be based on the competitive process except Sole Source
                       purchases as defined in Section 4.5 of this manual.  Solicitations shall be made as follows:

                           a)  Contracts $10,000 or less over the   Minimum of one solicitation, written or oral
                              life of the contract

                           b)  Contracts $10,001 to $25,000  over   Minimum of two solicitations, written or oral
                              the life of the contract

                           c)  Contracts above $25,000 over the    Written solicitation issued on County’s bidding
                              life of the contract                 system

                  (2)  For commodities obtained through the IFB solicitation method as detailed in Section 4.2, awards
                       in all cases will be made to the lowest responsive and responsible bidder.


               §3.1-107       Public Bid Opening

                  (1)  A public bid opening will be held at a time and place announced in the solicitation for purchases
                       exceeding $100,000 annually.

                          a)  The amount of each bid, together with the name of each bidder, shall be recorded and made
                              available for public inspection.
                          b)  In  cases  where  bids  are  submitted  and  tabulated  electronically,  bid  openings  will  be
                              considered public as long as the individual bids are electronically accessible after the bids
                              close.


               §3.1-108       Retroactive Contract Amendments/Changes

                  (1)  In general, retroactive contracts or contract overruns are not permitted, and if they occur they are
                       invalid  unless  ratified by the Board of Supervisors, or unless one or more of the following
                       exemptions applies:
                          a)  Contracts with a total value <$500.
                          b)  Contracts with a total value between $500 and $9,999 that have the approval of the County
                              Procurement Officer and Chief Financial Officer on the form(s) approved and provided by
                              the County Procurement Office.
                          c)  Contracts with a total value of $10,000 and above shall require approval by the Board of
                              Supervisors.

                  (2)  Retroactive contracts in the following categories shall also be exempt from Board of Supervisors
                       approval:

                       a)  Contracts governed  by separate rules and regulations such  as Public Works  and Human
                          Services Contracts.

                       b)  Telephone Services Requests and Emergency Contracts in any amount.


                                                             37
   36   37   38   39   40   41   42   43   44   45   46