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3. The County Board of Commissioners must approve all piggyback purchases <br />at a regularly scheduled meeting; <br />4. Notice of intent to award the contract without bidding must be publicly <br />advertised not less than ten (10) days prior to the Commissioners meeting <br />at which the contract is schedule to be awarded; and, <br />5. Purchases may be made under the Piggyback authority only when the <br />responsible officials determine it to be in the best interest of the County <br />(suggesting that some effort should be made to determine that the price <br />and terms offered by the supplier are as good or better than those that <br />could be obtained through bidding). <br />B. Procedures <br />Before recommending a contract under the piggybacking exception to the <br />Commissioners, Purchasing should ensure the following: <br />1. A certified copy of the contract, verifying the existence of the contract and <br />that the contract is not more than twelve (12) months old; <br />2. Proof that the prior bid was the result of a public, formal bid process. The <br />key aspects should be public advertisement and sealed competitive bids; <br />and, <br />3. Any modifications to the original contract are not outside the scope of what <br />was originally bid or would substantially increase the price. The vendor <br />can provide more favorable terms or prices than those offered under the <br />original contract. <br />VII. TERM CONTRACTS /PRICE AGREEMENTS <br />When a Department has a recurring requirement for specific items over a given <br />time period, but the exact quantities and delivery time cannot be predicted, a <br />Blanket Purchase Order is established. A term contract/price agreement allows a <br />single competitive procurement to meet these needs rather than repetitive <br />requisitions being used. <br />F-5 <br />Page 25 of 48 <br />Attachment number 1 <br />Page 90 <br />