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December 21, 2009 (Regular Meeting) Pa qe 1719 This manual is a source for Cabarrus County employees to become familiar with the policies and procedures for procuring goods and services. An understanding of how the Purchasing Office conducts its business can provide the foundation for a solid partnership between the Purchasing Office and its internal customers. The policies provided in this manual were established to ensure the fair and equitable treatment of all persons involved in public purchasing, to maximize the purchasing value of public funds, and to provide safeguards for maintaining a procurement system of quality and integrity. II. APPLICATION This policy applies to contracts for the procurement of materials, apparatus, supplies, and equipment entered into by the County after the effective date of this policy. It shall apply to expenditure of public funds by County agencies for public purchasing regardless of the source of funds. When the procurement involves the expenditure of federal assistance or contract funds, the procurement shall be conducted in accordance with any mandatory applicable federal law and regulations. III. DEFINITIONS Addenda/Addendum Additional requirements, specifications, or instructions to the originally issued Invitation to Bid or Request for Proposals. All contents of the addenda are incorporated into the original document. Appropriation An authorization granted by the County Board of Commissioners to make expenditures and to incur obligations for specific purposes. Authorized Representative/Designee Personnel designated by the Department Head to interact with the Purchasing Office and also authorized to enter requisitions. Bidder Any person, firm, partnership, corporation, association, or joint venture seeking award of a public contract or subcontract with Cabarrus County, or its agents. Commodity Tangible goods, wares, and merchandise which are movable in trade. Contract A legally binding document which specifies and defines the performance requirements and expectations for a purchase or project administered by the County, or its agents. Contractor The person, firm, partnership, joint venture, corporation, or association, who performs a trade or service agreement at any level with the County or for~its agents. Decentralized Purchasing County policy authorizing departments to purchase goods and services under $1,000 in value without submitting a requisition to the Purchasing Office. Discrimination An action or series of activities which sets apart or causes separate and unequal treatment of a person or group of persons solely on the basis of their age, gender, ethnic background, national origin, veteran's status, and/or disability. Acts of discrimination are illegal in the performance of purchases and/or projects for the County. Emergency An unforeseen circumstance that requires the purchase of goods and/or services that is present, immediate and existing involving the health and safety of the people or their property.