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<br />Subiect: <br /> <br />Formal Bids <br /> <br />Purpose: <br /> <br />The purpose of the formal bid procedure is to ensure compliance withNC General Statute 143-129 for making <br />purchases with an estimated expenditure of $90,000 or more. <br /> <br />Policy: <br /> <br />It is the County's policy that all bids estimated at $90,000 or more be processed through the Purchasing Department. <br /> <br />Procedures: <br /> <br />1. Upon receipt Of notification from a department, the Purchasing Agent will do the following: <br /> <br />a. Assist the department in preparing specifications, after consultation with the Department Head <br />and proper suppliers. (Department Head should review Appendix B for "Guidelines for Writing <br />Equipment Specifications" before this consultation) <br />b. Set bi~ opening date <br />c. Advertise for bids in a local newspaper and/or by electronic means (Le. Cabarrus County website) <br />at least seven (7) full days prior to the bid opening date. (actual day advertised not considered <br />wheI1 counting seven (7) days) <br />d. Prepare bid package to consist of the following: <br />Cover Letter <br />Copy of legal advertisement <br />Instructions to Bidders (if applicable) <br />Bid Specifications (including any special conditions) <br />Proposal Summary <br />Plans and Drawings (as necessary) <br />e. A leatl-time of twenty working days is suggested. <br />/. Bids are distributed to bidders, which are shown on bid list prepared by the Purchasing Agent <br />and/or the requesting department. <br /> <br />2. Upon receipt of the bids from the vendors, the Purchasing Agent will do the following: <br /> <br />a. PubliFly open bids the exact day and time specified in the bid request and advertisement for bids. <br />b. Bids are read to disclose the following: <br />1. Type of Bid Deposit (if required) <br />2. Prices and Total Bid <br />3. Exceptions to Specifications <br />4. Terms <br />5. Delivery <br />6. Address any questions relating to bids <br />c. Coor<;linate bids with requesting department <br />d. Verify sufficient funds <br />e. Prepare recommendation for Board of Commissioners agenda and forward to the Clerk to the <br />Boarel. <br /> <br />3. Upon action of the Board of Commissioners, the Purchasing Agent does the following: <br />a. Notifies the successful bidder in writing enclosing any contract documents necessary to complete <br />the pUrchase. <br />b. Return all bid deposits to unsuccessful bidders, plus tabulation of the bids showing the successful <br />bidder. <br /> <br />4. Upon receipt qf the contract documents from the Supplier, proper execution is verified and the contract is <br />filed. <br /> <br />4 <br /> <br />F-6 <br />