BC 2009 12 21 Regular - Laserfiche WebLink

Home Browse Search

December 21, 2009 (Regular Meeting) Page 1732 A. State and Local Legal Provisions for Rejecting Bids include: 1. Bids may not be rejected for the purpose of evading the provisions of the competitive bid statutes; and, 2. Bids are not rejected under circumstances that give the appearance of favoritism, corruption or unfairness. B. Process To properly reject all bids under the competitive bidding laws, the individual circumstances of that bid process needs to be examined carefully. An internal decision making process to determine the factors and to ensure bids are rejected fairly should always be conducted by the Purchasing Office. If uncertainties remain about a particular situation, the County Attorney should be consulted. A memorandum requesting the rejection of all bids should be addressed to the Purchasing Agent who will, in turn, submit the request to the County Manager. The memo should state the Bid/Proposal Name, the reason for the request, and any supporting documentation should be attached. X. SPECIFICATIONS Specifications form the basis of the competitive bidding process and of the resulting contract. All specifications shall be drafted so as to promote overall economy for the purposes intended and to encourage competition in satisfying the County's needs. Specifications shall not be unduly restrictive. Brand Name "or Equal" specifications may be used when it is determined that: 1. No other design or performance specification or qualified products list is available; or, 2. Time does not permit the preparation of another form of purchase description not including a brand name specification; or, 3. The nature of the product or the County's requirement makes use of a brand name "or equal" specification suitable for the procurement; or, 4. The use of a brand name "or equal" specification is in the County's best interest. XI. VENDOR APPLICATIONS Sourcing of vendors is accomplished through means such as references, internet, referrals, recommendations and direct requests. All vendors are encouraged to complete a Vendor Information Form, which can be obtained by contacting the Purchasing Office. The form is also available via the internet by downloading and printing it from the Cabarrus County website: www.cabarruscounty.us/Finance/vendorguide.html. Completed vendor information forms do not officially register, certify, approve or guarantee opportunity for business with the County. Vendors are responsible for checking advertisements and web site for bid opportunities. XII. VENDOR RELATIONS Interaction between vendors (and prospective vendors) and representatives of the County is essential for a professional and effective purchasing program. Good vendor relations are valuable business assets, established through mutual confidence. Purchasing desires vendors, by timely offerings and advice, to supply it with adequate information concerning their materials, equipment, facilities, methods or ideas which have potential for practical application. Article 7 PURCHASING SYSTEMS I. MUNIS The automated financial system used for processing all Cabarrus County Purchase Requisitions and Purchase Orders. Instructions for using this system are provided on the WaterCooler (intranet) under the Finance tab. Training is available upon request. II. PROCUREMENT PROGRAMS