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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 <br />with an estimated expenditure of less than $30,000.00 which are <br />classified as "Informal Bids". <br /> <br />It is the policy of the County to obtain at least two (2), preferably three <br />(3) informal bids for the purchase of equipment and supplies estimated to <br />cost from $5,000.00 to $30,000.00. North Carolina law does not state <br />that bids must be in writing, but it does state that a record must be kept <br />of such bids. Although verbal quotations may be obtained and noted, the <br />policy of the County is to obtain written and signed quotations when <br />practical. It is the duty of the Purchasing Agent to obtain informal bids or <br />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 <br />approved by the Board of Commissioners. A department that wishes to <br />obtain its own informal bids should contact the Purchasing Agent before <br />the requests are sent to 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 $30,000.00) <br /> <br />The Request for Quotation form is completed giving the <br /> <br />following: <br /> I. <br /> 2. <br /> 3. <br /> 4. <br /> 5. <br /> <br /> Requesting Department Name and Number <br /> Current Date <br /> Item Number <br /> Quantity Needed <br /> Detailed Description of Item(s) desired <br />A lead-time of ten (I 0) working days is suggested. <br /> <br />Upon receiving the quotations, they are tabulated, <br /> <br />Bids are coordinated to ensure sufficient funds are available and <br />then award is made. <br /> <br />A Purchase Orderisissued to cover the purchase. <br /> <br /> <br />