(A) Solicitation factors. Three quotations shall be received whenever possible prior to the contract. Circumstances may exist where the Purchasing Agent or the agent’s designee determines that it is not feasible to secure three quotations. In other situations, the Purchasing Agent or the agent’s designee may determine that it is in the best interests of the county to consider only one supplier who has previous expertise relative to a procurement. Whenever the Purchasing Agent or the Agent’s designee determines that it is not feasible, or is not in the county’s best interests, to satisfy the minimum quotation requirements of this section, the reason for this determination shall be indicated in writing and retained in the contract file. The department or agency head shall conduct negotiations, as appropriate, as to price, delivery, and terms.
(B) Evaluation factors. Evaluation factors that may justify an award to a vendor who has not provided the lowest quotation include, without limitation, delivery requirements, quantity requirements, quality, and past vendor performance. Whenever the Purchasing Agent or the Agent’s designee determines that it is in the county’s best interests to award a small purchase contract to a vendor who did not submit the lowest quote, the reason for this determination shall be indicated in writing and retained in the contract file.
(C) Contract administration. Adequate records to document the competition solicited and award determination made shall be retained in the contract file managed by the department or agency. A quote that exceeds the applicable bid limit ($30,000, $35,000 or $50,000, as the case may be) shall not be eligible for award under this section. In a situation where all responsible quotations exceed the bid limit, all quotes shall be rejected, and formal bidding procedures shall be followed.
(1977 Code, § 1:4-1) (Ord., § 6-105, passed 12-8-2009; Ord. passed 2-12-2013; Ord. 21-0923, passed 10-12-2021)