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<br />Subject: <br /> <br />Purpose: <br /> <br />Policy: <br /> <br />Procedures: <br /> <br />Informal Bids <br /> <br />Provide a documented procedure for obtaining bids for purchases with an estimated expenditure of less than $90,000 <br />which are classified as "Informal BidsIf. <br /> <br />It is the policy of the County to obtain at least two (2), preferably three (3) informal bids for the purchase of <br />equipment and supplies estimated to cost from $30,000 to $89,999. North Carolina law does not state that bids must <br />be in writing, but it does state that a record must be kept of such bids. Aithough verbal quotations may be obtained <br />and noted, the policy of the County is to obtain written and signed quotations when practical. It is the duty of the <br />Purchasing Agent to obtain informal bids or to insure that this function is performed. Informal bids may be awarded <br />by the Purchasing Agent if funds for the goods or services have been approved by the Board of Commissioners. A <br />department that wishes to obtain its own informal bids should contact the Purchasing Agent before the requests are <br />sent to prospective bidders. <br /> <br />1. A Request for Quotation form (See Appendix A) is used for obtaining informal bids on purchases where <br />advertising is not required. (This pertains to purchases under $90,000) <br /> <br />a. The Request for Quotation form is completed giving the following: <br />1. Requesting Department Name and Number <br />2. Current Date <br />3. Item Number <br />4. Quantity Needed <br />5. Detailed Description of Item(s) desired <br />b. A lead-time of ten (10) working days is suggested. <br /> <br />2. Upon receiving the quotations, they are tabulated. <br /> <br />3. Quotes are coordinated to ensure sufficient funds should be available and then award is made. <br /> <br />4. A Purchase Order is issued to cover the purchase. <br /> <br />f-B <br /> <br />3 <br />