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December 21, 2009 (Regular Meeting) Page 1736 the type of professional services required, without regard to the firm's fee, other than unit price information. 3. Contracts can be negotiated at a fair and reasonable fee with the best qualified firm. Exemption of the RFQ process is only authorized when the estimated fee is less than $30,000. In compliance with NC General Statute, the Board of Commissioners must adopt a Resolution for each exempted project. The County Manager, or his designee, may award Architect, Engineer or Surveyor contracts unless projects involve new buildings of substantial size and cost. If the construction is related to a new building of substantial size and cost, the Board of Commissioners will award the professional services contract. Article 9 SURPLUS PROPERTY The Purchasing Agent is responsible for administering the sale and disposal of surplus equipment, materials and supplies. Each department shall report all surplus or obsolete equipment, materials and supplies to the Purchasing Agent. Disposition may be by any of the following means: 1) Transferring to other departments; 2) Trade-in on new equipment (as established in NCGS § 143- 129.7); 3) Sale by public auction (electronically via GovDeals.com); 4) Private negotiation and sale; 5) Advertising for sealed bids' 6) Negotiated offer and upset bid When surplus, obsolete or work out materials or equipment is sold, it will be done through arrangements by the Purchasing Agent in conformance with North Carolina State Statutes and competitive conditions, including when necessary, newspaper advertising, electronic advertising, and sealed bids. Other departments will have the opportunity to acquire surplus items before disposal, if appropriate. The Finance Department must be notified of all dispositions of equipment that are on the fixed asset inventory list. Article 10 CONTRACT ADMINISTRATION Contract Administration is intended for internal use of Cabarrus County only and is not intended to infer benefits to nor is it to be relied upon by parties contracting with the County. Such parties are encouraged to seek advice from their own legal counsel. The purpose is to establish the criteria for documenting all County obligations, liabilities and rights with regard to other parties and to create and maintain an efficient and uniform process in the administration of these responsibilities. It is intended to ensure that such matters are handled in a manner that is consistent with excellence in the stewardship of County funds. Adherence to this policy will also ensure that County purchasing and other applicable policies are complied with and will help ensure that the County obtains the most proficient and cost efficient product and/or service providers. A goal is to consolidate contracts when appropriate in order to reduce paper flow and administrative costs. I. WRITTEN AGREEMENT REQUIRED Except for emergency situations, as designated by the County Manager, any consideration of any kind given by or to the County must be subject to a written agreement that reasonable sets forth the responsibilities and rights of the parties to the agreement. "Consideration" includes but is not limited to: services, money, personal or real property and time donations - anything of value given by one or both parties to the other. II. REVIEW AND APPROVAL