BC 2009 12 21 Regular - Laserfiche WebLink

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December 21, 2009 (Regular Meeting) Page 1720 Encumbrance Expenditure commitments created by purchase orders or contracts that have been issued, but for which no goods or services have been received. Formal Bid Procedure required for the purchase of materials, apparatus, supplies, and equipment over $90,000 or construction and repair over $500,000 pursuant to NCGS §143-129 by sealed competitive bid. They must be advertised and opened in public. Award will be made to the lowest responsible bidder(s) taking into consideration quality, performance, and the time specified for the performance of the contract. The Board of Commissioners must make final award. Good Faith Effort The activities of bidders for County projects designed specifically to obtain participation of MWB subcontractors in their projects. Such activities shall be documented and verified for the County when MWBD goals for a County project are not achieved. Historically Underutilized Businesses (HUB) A program responsible for ensuring maximum utilization of minority, socially and economically disadvantaged, and women owned firms in all areas of County procurement. MUNIS The automated financial system used for processing and recording all of the County's procurement and financial activity. Informal Bid Procedure used for expenditures for purchase of apparatus, supplies and equipment over $5,000 and under $90,000 or construction projects from $30,000 and under $500,000. Pricing may be obtained via telephone, facsimile, email or in writing. It is the policy of the County to obtain at least two (2) competitive quotes. Invitation to Bid (ITB) Process used to request the cost of specified items by providing detailed specifications in advance. It is the mandatory method for purchase of commodities that fall under state bid statute. Usually indicates that a sealed bid procedure is being used. With an ITB, there is no negotiation and little to no flexibility in terms of what products will meet requirements. Invitations to Bid are not used for services. Minority Business Enterprise (MBE) For contracts administered by Cabarrus County, a minority is defined as a citizen or lawful permanent resident of the United States who is a member of one of the following ethnic groups, is perceived as such in normal business practices, and whose business is owned and controlled at a minimum of 51% by a minority. (African-American; Asian-American; Native-American; Hispanic-American). Piggybacking Purchases from a person or entity that has, within the past twelve (12) months, contracted to furnish an item or service to the federal government, any federal agency, any state government or agency, or any other local government. The prior contract must be one that was entered into following a public bid process substantially similar to the one the County uses. Contracts made under this exception must be approved by the Board of Commissioners. Procurement Card Credit card issued by a financial institution in the name of Cabarrus County to an individual employee of the County. Purchase Order (PO) A form generated by the Purchasing Office for County expenditures over $1,000. It serves as a legal contract document to a vendor to order goods and services.