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ALPINE COUNTY Summary of Purchasing Ordinance Based on proposed changes to be initiated in July 2015 Purchasing Agent (PA) PA = CAO/DOF May appoint as purchasing agents and designate limit of authorization for: Deputies Assistants Dept heads County officers Dept Heads may delegate authority to employees in their dept but only after securing written authorization from PA Applies to Purchases, rentals, contracts Procurement of: Supplies, materials, equipment and product Services or services that include supplies, materials, equipment or product Form of procurement All procurement transactions except deminimus must be in writing in advance of purchase. Invoice is not substitute. Examples include: letter, purchase order (PO), contract Must have budget appropriation Supplies, materials, equipment and product <$50K = any form of writing (preferably a letter or PO) Supplies, materials, equipment and product >$50K = contract Services <$25K = any form of writing (preferably a letter or PO) Services >$25K = contract Supplies, materials, equipment and product <$25K No notice or competitive bid required No PA or BOS approval >$25K <$50K PA must approve Subject to RFP (2.32.110) Must bring to BOS to waive RFP process >$50K BOS approval Subject to competitive bid (2.32.070) BOS can waive competitive bid requirement by 4/5 vote Requires written contract Services or Services that include supplies, materials, equipment and/or product <$25K No notice or competitive bid required No PA or BOS approval >$25K <$50K PA must approve Subject to RFP (2.32.110) Requires written contract Must bring to BOS to waive RFP process >$50K BOS approval Subject to RFP (2.32.110) Requires written contract BOS can waive RFP requirements by 4/5 vote 2.32.070 Competitive Bid Requirements Notice inviting bids published 10 days before opening Requires County Counsel review prior to publishing Specific language required to be included in bid language No BOS approval needed for bid language or release of bid Requires written contract with chosen bidder 2.32.110 RFP requirement Include right to negotiate language Requires County Counsel review prior to publishing No BOS approval for release of RFP or content of RFP Services >$25K require written contract