AG 2004 08 16 - Laserfiche WebLink

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Subject: Purpose: Policy: Procedures: Formal Bids The purpose of the formal bid procedure is to ensure compliance with NC General Statute 143-129 for making purchases with an estimated expenditure of $90,000 or more. It is the County's policy that all bids estimated at $90,000 or more be processed through the Purchasing Department. Upon receipt cf a rcqu'iz~.t~.cn form of notification from a department, the Purchasing Agent will do the following: Assist the department in preparing specifications, after consultation wtth the Department Head and proper suppliers. (Department Head should review Appendix B for "Guidelines for Writing Equipment Specifications" before this consultation) Set bid opening date Advertise for bids in a local newspaper and/or by electronic means (i.e. Cabarrus County webmte) at least seven (7) full days prior to the bid opening date. (actual day advertised not considered when counting seven (7) days) Prepare bid package to consist of the following: Cover Letter Instructions to Bidders (if applicable) Bid Specifications (including any special conditions) Proposal Summary Plans and Drawings (as necessary) A lead-time of twenty working days is r,~rmal suggested. Bids are mailed to bidders, which are shown on bid list prepared by the Purchasing Dc~ar~-cnt Agent and/or the requesting department. Upon receipt of the bids from the zup~!'.'cr vendors, the Purchasing Agent will do the following: Co Publicly open bids the exact day and time specified in the bid request and advertisement for bids. Bids are read to disclose the following: 1. Type of Bid Depomt (if required) 2. Prices and Total Bid 3. Exceptions to Specifications 4. Terms 5. Delivery 6. Address any questions relating to bids Coordinate bids with requesting department Verify sufficient funds Prepare recommendation for Board of Commissioners agenda and forward to the Clerk to the Board. Upon action of the Board of Commissioners, the Purchasing Agent does the following: a. Notifies the successful bidder in writing enclosing any contract documents necessary to complete the purchase. b. Return all bid deposits to unsuccessful bidders, plus tabulation of the bids showing the successful bidder. Upon receipt of the contract documents from the Supplier, proper execution is verified and the contract is filed.