(A) LEVEL I Purchases.
(1) LEVEL I - Agency purchase, an open market purchase by which an agency may procure small amounts of goods and services totaling less than $10,000, without requirement of a bidding process and may be conducted on the open market by RFQ.
(2) If the total cost of a purchase will exceed $10,000, the purchase may not be split in order to appear to be a Level I purchase.
(B) LEVEL II Purchases.
(1) LEVEL II - Informal bid, an open market purchase where an agency procures goods or services totaling less than $25,000 by quote. Informal Bids are conducted by the agency in the open market at the discretion of P&C.
(2) If the total amount of the expenditure for a service, commodity, or for a class of commodities normally obtainable from the same source of supply is estimated to be less than $25,000, or if the sale of personal property which has become obsolete or unusable is estimated to be less than $25,000, it may not be subject to the requirements of a formal solicitation conducted by P&C unless determined necessary by the Director of P&C.
(3) All Level II open market transactions require solicitation of not less than three (3) competitive quotes and shall be submitted for approval of P&C. Copies of quotations or proposals collected by the agency in award of an informal bid are subject to review and approval of P&C prior to purchase.
(4) The agency may solicit quotes from contractors by telephone or electronic methods.
(5) Award will be made to the lowest responsive and responsible bidder or offeror. A best value award may be utilized at the sole discretion of P&C.
(C) LEVEL III - written informal bids.
(1) LEVEL III - written informal bid, an open market purchase where an agency procures goods or services totaling less than $50,000 by written RFQ. Written informal bids are conducted by the agency in the open market at the discretion of P&C but the method must be approved by P&C.
(2) If the total amount of the expenditure for a service, commodity, or for a class of commodities normally obtainable from the same source of supply is estimated to be less than $50,000, or if the sale of personal property which has become obsolete or unusable is estimated to be less than $50,000, it is not subject to the requirements of a formal solicitation conducted by P&C unless determined to be necessary by the Director of P&C.
(3) All Level III open market transactions require solicitation of not less than five (5) competitive written quotes and shall be submitted for approval of P&C. Copies of quotations or proposals collected by the agency in award of a written informal bid are subject to review and approval of P&C prior to purchase.
(4) The agency may solicit quotes from contractors by telephone, electronic, or written methods, but the contractor must provide its quote in writing.
(5) Award will be made to the lowest responsive and responsible bidder or offeror. A best value award may be utilized at the sole discretion of P&C.
(6) The Director of P&C may require the use of a more formal procurement method for a purchase not exceeding $50,000 when it is determined that the nature of the procurement requires additional support.
(7) If the total cost of purchase will exceed $50,000, the purchase may not be split in order to be a Level III - written informal bid.
(Bill No. 22-20, 10-25-2022)