Page 43 - CONTRACT POLICY MANUAL

a) Emergency and immediate commodity requirements of up to $1,000 may be handled
through Petty Cash or purchasing card, in accordance with Section 4.6 – Small Dollar
Purchases.
b) For emergency requirements exceeding $1,000, the requestor will contact the County
Procurement Officer or the appropriate department Deputy Purchasing Agent. The
emergency will be described and the County Procurement Officer or Deputy Purchasing
Agent may, if so authorized, use the purchasing card or may issue a purchase order number
for an amount sufficient to resolve the immediate emergency.

c) No later than ten (10) business days from the request date, a purchasing request referencing
the purchase will be submitted to the County Procurement Officer or Deputy Purchasing
Agent by a department employee authorized to approve purchase requests.
d) This request will be accompanied by a memorandum from the department head or designee
briefly detailing the emergency situation. The justification will become a permanent part
of the procurement file.
e) If the emergency occurs during other than normal business hours, the department is
authorized to secure the goods required and contact the County Procurement Officer or
Deputy Purchasing Agent on the next regular working day for issuance of a purchase
contract.

§3.1-115 Multi-Department Contracts and County Procurement Office (CPO) Cooperative
Contracts

(1) Multi-Department Contracts: are those which are issued for use by multiple County departments
which use like commodities and would benefit from the contract pricing resulting from economies
of scale. County departments listed on the contracts may order directly off multi-department
contracts.
(2) CPO Cooperative Contracts: are executed by the office of the County Procurement Officer and are
available for use by departments throughout the County. Terms and conditions are established
under a cooperative contract and departments may issue individual purchase documents/orders
against the cooperative contract, identifying the goods they wish to purchase.

§3.1-116 Board Approval – Sole Source Commodity Contracts

(1) Approval by the Board of Supervisors is required prior to the execution of a Sole Source
Commodity Contract which costs more than $250,000 annually. Commodity contracts may not be
intentionally Sole Sourced to avoid the bidding requirements contained in this Section. Refer to
Section 4.5 – Sole Source and Proprietary Requests for additional policy concerning Sole Source
purchases.

§3.1-117 Approval of Non-Standard Contract Terms

(1) Unless Risk Management agrees in writing that the risk to the County is minimal and County
Counsel agrees in writing that the legal risk to the County is minimal, approval by the Board of
Supervisors is required prior to the execution of any commodity contract that includes non-standard
terms in the following contract provisions:

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