(A) Purchases up to $1,000. All procurements of services and goods in an amount less than $1,000 may be approved by the department director; provided, such procurements have been budgeted for within the department and are in line with the budgeted purposes and responsibilities of said department. A department or division may not spend a maximum of $50,000 in a fiscal year with an individual vendor using the small purchase limit. This rule cannot be used for ongoing services. Contracts at this limit, if required, can be executed by the Purchasing Agent. No quotes are required at this limit.
(B) Purchases over $1,000 and up to $5,000.
(1) All procurements of services and goods in an amount over $1,000 and up to $5,000 must have a purchase order approved by the department director and the Purchasing Agent prior to initiating the purchase.
(2) Descriptions of items or services will use sufficient and descriptive terminology to allow the reviewer to understand what is being purchased and why, part numbers by themselves are not sufficient. When the individual procurement item cost is more than $1,000 for one or more items and the total procurement is less than $5,000, the department or division must obtain competitive quotes.
(3) All purchases between this limit shall be made after obtaining a minimum of two bids. The agency must purchase the item/service from the supplier offering the lowest quote meeting specifications unless one is of a higher and better quality. Contracts at this limit can be executed by the Purchasing Agent.
(C) Purchases over $5,000 and up to $15,000.
(1) All goods, services and equipment over $5,000, but less than $15,000, require (at a minimum) three written quotes from three different vendors. Quotes may be provided by fax, mail, e-mail or by printing listed prices from vendor websites. The Purchasing Agent may require the department to conduct an RFP to ensure pricing is competitive. A waiver of the required minimum number of quotes will be granted by the Purchasing Agent or designee upon a showing that a diligent effort was made to obtain the quotes or a sole source justification has been provided and approved. All quotes (and wavier, if applicable) shall be submitted electronically with the requisition or contracted award as part of the formal purchasing record. The department director must sign the quote selected for the procurement.
(2) Once quotes have been obtained, the method of procurement is determined by type of expenditure and total cost, as follows:
(a) Goods/equipment under $10,000: county purchase order;
(b) Goods/equipment between $10,000 and $15,000: may constitute a capital purchase and requires assistance from the Purchasing Agent and requires a county purchase order with appropriate terms and conditions; and
(c) Services between $5,000 and $15,000: county-approved contract is required executed by the County Board of Commissioners unless delegated to the Purchasing Agent.
(3) Documentation of the solicitation of three quotes or reference to the exemption of those requirements must be attached. Purchases within this range will need a county-approved contract.
(D) Purchases over $15,000 and up to $50,000. Purchases over $15,000 require a written contract to be approved in an open meeting. Purchases between $15,000 which are ongoing services must be put out for competitive bid with a public notice. All procurements of services and goods in an amount over $50,000 must be put out for competitive bid with a public notice and to be prepared and approved by the Department Director, Supervisor, Purchasing Agent and the County Board of Commissioners. (See §§ 34.040 through 34.062 of this chapter for requirements.)
(E) Purchases over $50,000. Acquisitions of goods, equipment or services over $50,000 are subject to the following requirements, depending on type of expenditure and total cost:
(1) Goods/equipment/services over $50,000: RFP and county-approved contract;
(2) Building improvements over $50,000: RFP and county-approved contract;
(3) Road Department and public works projects under $150,000: three written quotes from three different vendors (see details in division (D) above) and county-approved contract; and
(4) Road Department and public works projects over $150,000: RFP and county-approved contract.
(Ord. 2020-04, passed 2-18-2020)