Purchasing Process
Purchases less than $5,000
The Departments and Divisions have the authority to make purchases under $5,000. All that is
required of them is to obtain verbal or written quotes from three vendors. A purchase order is
issued to the vendor who provides the lowest quote.
Purchases between $5,000 and $10,000
For purchases between $5,000 and $10,000, the Departments and Divisions must obtain written
quotes from three vendors. Upon selection of the lowest qualified vendor, the Department or
Division must submit a requisition to the Purchasing Section of the
Office of Management & Budget. The request is reviewed and if everything is meets with the
County's Administrative Regulations, it is forwarded to the County Administrator for approval.
Purchases over $10,000
For purchases over $10,000, the Departments and Divisions must submit a request to purchase
goods or services to the Purchasing Section of the Office of Management & Budget. The
Purchasing Section obtains the required specifications and/or scope of work from the requesting
Department or Division and conducts a formal competitive solicitation which could be an Invitation
to Bid (ITB), a Request for Proposal (RFP) or a Request for Qualifications (RFQ), depending upon
what is being procured.
The competitive solicitation process requires vendors to submit their Bid or Proposal in writing,
in sealed envelops to ensure fairness for all vendors. The Bids or Proposals are publicly opened.
The Bids or Proposals are evaluated for "responsiveness" and whether the vendor is
"responsible". A Bid or Proposal is "responsive" if it complies with all of
the solicitation requirements. A vendor is "responsible" if they have provided all of
the necessary documentation to substantiate their ability to provide the goods or perform the
services. For Bids, the decision to purchase is based solely on price. For Proposals, the decision
to purchase is based on the vendor's qualifications, as well as price.
Once a vendor has been selected for award, the Purchasing Section presents a request for award
to the Board of County Commissioners, who makes the final approval.
Minimum Requirements of all Vendors
For vendors to do business with the County, they must provide the following:
- Executed Hold Harmless Agreement.
- Certificate of Insurance evidencing that they have $1,000,000 of General Liability Insurance,
$1,000,000 of Automobile Liability Insurance, Workers Compensation Insurance (statutory limits),
and that their insurance company names the County as an additional insured and waives all rights
of subrogation against the County.
Requirements for Construction Projects
If construction projects have a value in excess of $100,000 the vendor must provide the following:
- A Bid Bond in the amount of 5% of the vendor's Bid, submitted with the vendor's Bid.
- Payment and Performance Bonds in the amount of 100% of the vendor's Bid, upon award of the project.
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