(A) Any purchases greater than $5,000 and up to $30,000 should be subjected to the process of competitive bidding.
(B) The department head or Committee Chairperson shall oversee the development of the bid proposal document which provides specifications for the purchase or contract to be performed.
(C) Every effort shall be made to solicit bids from at least three persons or entities engaged in the business of furnishing such materials, supplies, equipment and public improvements or rendering such services.
(D) A public invitation may be made in the form of advertising for bids in a newspaper published within the county, or in general circulation within the county, or public notice through the internet website maintained by the county government, or other means available in order to obtain far ranging bid solicitation.
(E) Bids shall be awarded to the lowest, most responsive, responsible bidder as determined by the appropriate County Board standing oversight or ad hoc committee and are subject to the right of the appropriate committee to reject any and all bids, to waive any irregularity in the bids or bidding procedures and also subject to the right of the committee to award bids and contracts to bidders other than the low bidder. These conditions shall be in effect up until a formal contract is executed.
(F) In determining the lowest responsible bidder, the County Board shall take into consideration the qualities of the articles supplied; their conformity with the specifications; their suitability to the requirements of the county; availability of support services; uniqueness of the service, materials, equipment or supplies as it applies to networked, integrated computer systems, compatibility to existing equipment; and the delivery terms.
(G) Adequate records to document the competition shall be maintained. No award shall be made without prior appropriation and current amounts available in such fund for payment and prior approval of the appropriate County Board standing oversight or ad hoc committee.
(H) Recommendations for approval of purchases shall be made by the respective committee to the County Board, with approval provided by the County Board at a regular or special meeting.
(Ord. passed 2-13-2018)