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HomeMy WebLinkAboutR06-072 - adopting purchasing/bidding/request for proposal guidelines Commissioner adoption of the following Resolution: BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO. 2006- (j~ RESOLUTION ADOPTING PURCHASINGIBIDDINGIREQUEST FOR PROPOSAL GUIDELINES WHEREAS, the Eagle County Board of County Commissioners (hereinafter referred to as the "Board") directed the staff of the Finance Department to formulate suggested practices for purchasing, bidding and request for proposals ("RFP"); and WHEREAS, the suggested guidelines are attached hereto as Exhibit "A" and are intended to obtain competitive pricing whenever feasible to ensure the best deal for Eagle County; and WHEREAS, the suggested practices should be followed except when particular circumstances warrant an altemative purchasing, bidding, RFP process necessary to protect the best interest of Eagle County; and WHEREAS, deviations from these guidelines must be for valid business reasons and should be justified and approved by the County Administrator whenever possible prior to the expenditure of County funds; NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF EAGLE, STATE OF COLORADO: THAT, the Purchasing/Bidding/RFP Guidelines are hereby adopted by the Board of County Commissioners as a set of suggested practices that may be used to obtain competitive pricing and protect the financial interests of Eagle County. THA T, The Board may amend or modify this Resolution or the Guidelines if the Board determines and declares that amending or modifying this Resolution or the Guidelines is necessary for the public health, safety and welfare of the citizens of the County of Eagle, State of Colorado. THAT, the Board of County Commissioners finds, determines and declares that this Resolution is necessary for the public health, safety and welfare of the citizens of the County of Eagle, State of Colorado. MOVED, READ AND ADOPTED by the Board of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held this LL day of July, 2006 COUNTY OF EAGLE, STATE OF COLORADO By and Through its BOARD OF COUNTY COMMISSIONERS Commissioners Am M. Menconi, Commissioner Commissioner adoption of the foregoing Resolution. The roll having been called, the vote was as follows: Commissioner Runyon Commissioner Stone Commissioner Menconi This Resolution passed by of the Board of County Commissioners of the County of Eagle, State of Colorado. , .,-' EXHIBIT A PURCHASING/BIDDING/REQUEST FOR PROPOSAL ("RFP") GUIDELINES The following guidelines are intended to obtain competitive pricing whenever feasible to ensure the best deal for Eagle County. These suggested practices should be followed except when the particular circumstances warrant an altemative purchasing/bidding/RFP process necessary to protect the best interest of Eagle County. Deviations from these guidelines must be for valid business reasons and should be justified and approved by the County Administrator whenever possible prior to the expenditure of Eagle County funds. Sealed Bid Three to five bids should be obtained whenever possible for the following expenditure Levels: Construction Projects greater than $50,000 Equipment and products greater than $25,000 Documented Quote Informal bid, telephone quote with documented backup. Three quotes should be obtained whenever possible for the following expenditure Levels: Construction Projects between $25,000 and $50,000 Equipment and products between $5,000 and $25,000 Request for Proposal~ Request for Information~ Request for Qualifications Suggested for the use of professional services exceeding $10,000 to enable departmental flexibility for negotiation, creativity and expertise. Smaller Items For Construction Projects less than $25,000 and equipment and products less than $5,000, documentation supporting the basis for the chosen bid should be maintained on file. Exceptions 1. State, Federal or Govemment Bids. Whenever required product or service may be obtained via cooperation with State, Federal or other govemmental agency for a competitive price. 2. Sole Source. Whenever required product or service only provided by limited available supplier. 3. Impractical/Emergency purchases. Whenever sealed bid or documented quote process is not feasible or circumstances mandate immediate action. 4. Administrator Approval. Whenever the County Administrator has authorized an exception for good cause shown. 5. Intergovemmental Agreements. Agreements with other local entities should be utilized whenever possible. Local Preference Whenever feasible and where bid or quote is within 15% of the lowest bid. Selection Criteria (not listed in order of preference) Lowest combined purchase price and life cycle (ongoing) costs. Quality comparisons and life cycle costs. Previous experience with bidders. Any other information deemed relevant by Eagle County. Cost Determination When practical, life cycle (ongoing) costs should be included in the bid or quote in addition to the cost of the product or service. Bulk purchases should be utilized whenever possible to take advantage of unit price reductions. Prescribed formats Said formats may be developed by Finance Director.