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Subject: <br /> <br />Purpose: <br /> <br />Policy: <br /> <br />Procedures:' <br /> <br />Formal Bids <br /> <br />The purpose of the formal bid procedure is to ensure compliance with <br />NC General Statute 143-129 for making purchases with an estimated <br />expenditure of $30,000.00 or more. <br /> <br />It is the County's policy that all bids estimated at $30,000.00 or more be <br />processed through the Purchasing Department. <br /> <br />Upon receipt of a requisition form from a department, the <br />Purchasing Agent will do the following: <br /> <br />ao <br /> <br />do <br /> <br />Prepare specifications, after consultation with the <br />Department Head and proper suppliers. (Department <br />Head should review Appendix B for "Guidelines for <br />Writing Equipment Specifications" before this <br />consultation) <br />Set bid opening date <br />Advertise for bids in a local newspaper at least seven full <br />days prior to the bid opening date. <br />Prepare bid package to consist of the following: Cover Letter <br /> Instructions to Bidders (if applicable) <br /> Bid Specifications (including any special conditions) <br /> Proposal Summary <br /> Plans and Drawings (as necessary) <br />A lead-time of twenty working days is normal. <br />Bids are mailed to bidders, which are shown on bid list <br />prepared by the Purchasing Department. <br /> <br />Upon receipt of the bids from the supplier, the Purchasing Agent <br />will do the following: <br /> <br />a° <br /> <br />co <br /> <br />Publicly open bids the exact day and time specified in the <br />bid request and advertisement for bids. <br />Bids are read to disclose the following: <br /> I. 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 />Coordinate bids with requesting department <br />Verify sufficient funds <br /> <br /> <br />