(A) The agency, department or person requiring supplies, services or construction shall submit to the County Judge a request containing specifications and quantities desired.
(B) The County Judge shall determine the need for each item requested, the approximate cost and whether or not the expenditure is provided for in the budget.
(C) Any expenditure or contract for materials, supplies (except perishable meat, fish and vegetables), equipment or for contractual services other than professional, involving an expenditure of more than $40,000 shall be subject to competitive bidding.
(D) The County Judge shall place an advertisement in the newspaper of the largest circulation in the county at least once, not less than seven, nor more than 21 days, before bid opening. The advertisement shall include the time and place where the specifications may be obtained. If the durability of the product, the quality of service or other factors are to be considered in bid selection, such factors shall be stated in the advertisement.
(E) The County Judge shall open all bids publicly at the time and place stated in the advertisements and shall select the lowest and/or best bid by qualified bidder to be recommended to the Fiscal Court for approval. If the lowest bid is not selected, the reasons for the selection shall be stated in writing.
(F) The county may opt to allow bidders to submit their bids electronically if specified in the advertisement. The email subject line shall acknowledge that the email contains a sealed bid responsive to the particular advertisement. The email shall be opened in accordance with division (E) above. Any bid submitted via email that does not include in the subject line information sufficient for the recipient to know that the email contains a sealed bid shall not be considered by the county.
(G) The county may utilize the reverse auction process in the selection of, vendors and contractors.
(H) The County Judge shall submit the bids to Fiscal Court, noting the County Judge’s recommended bid. Fiscal Court approval is required.
(Ord. 21.230-1, passed 7-8-2021; Ord. 23.230-1, passed 7-13-2023)