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Subject: <br /> <br />Purpose: <br /> <br />Policy: <br /> <br />Procedures: <br /> <br />Informal Bids <br /> <br />To provide a documented procedure for obtaining bids for purchases with <br />an estimated expenditure of less than $90,000 which are classified as <br />"Informal Bids". <br /> <br />It is the policy of the County to obtain at least two (2), preferably three (3) <br />informal bids for the purchase of equipment and supplies estimated to cost <br />from $5,000 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. <br />Although verbal quotations may be obtained and noted, the policy of the <br />County is to obtain written and signed quotations when practical. It is the <br />duty of the Purchasing Agent to obtain informal bids or to insure that this <br />function is performed. Informal bids may be awarded by the Purchasing <br />Agent if funds for the goods or services have been approved by the Board <br />of Commissioners. A department that wishes to obtain its own informal <br />bids should contact the Purchasing Agent before the requests are sent to <br />prospective bidders. <br /> <br />A Request for Quotation form (See Appendix A) is used for <br />obtaining informal bids on purchases where advertising is not <br />required. (This pertains to purchases under $90,000) <br /> <br />The Request for Quotation form is completed giving the <br />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 />A lead-time of ten (10) working days is suggested. <br /> <br />Upon receiving the quotations, they are tabulated. <br /> <br />Quotes are coordinated to ensure sufficient funds are available and <br />then award is made. <br /> <br />A Purchase Order is issued to cover the purchase. <br /> <br /> <br />