• Bidding Requirements It is always good business practice to obtain a written quote from a supplier for all purchases regardless of the price. This ensures pricing, including any shipping costs and the availability of the product. It is also documentation for any errors that may occur when invoiced. $5,000$34,999 At least three (3) quotations are required by fax, email, or written quote from the company on letterhead when goods or services are needed in this range. All quotes must be forwarded to the Procurement Office for backup documentation that will be attached to the Purchase Order for audit reasons. The PCard can NOT be used for goods or services requiring 3 quotes. $35,000 + A formal Invitation to Bid (ITB) or Request for Proposal (RFP) including advertising and public meetings will be coordinated through the Procurement Office. The awarded bid winner will be determined by the Director of Procurement for all goods/services under $325,000. For goods/services greater than $325,000, the award will need Board approval. Multiple requisitions shall not be used in an attempt to circumvent the Bidding Process
Exceptions to the 3 Bid Requirements a) Educational tests, textbooks, films, video tapes, graphic & computer based instructional software. b) Library books, reference books, and periodicals. c) Purchases at the unit or contract prices established through already completed competitive solicitations; use of State Contracts or piggybackable contracts with other city, county or state institutions.*
d) Services or commodities available from a single source supplier. A letter from the supplier MUST be on file in the Procurement Office for exemption. e) Professional services including artistic services, instructional services, health services, academic program reviews, lectures by individuals, attorneys, legal services, auditors, and management consultants. f) Single source procurements for purposes of economy, efficiency in standardization of materials or equipment. g) Items for resale. Based on FAC 6A-14.0734 Procurement Requirements
listed and referenced
* If an outside contract is being referenced, the contract number must be a contact person. Procurement must have on file any contract that is on piggy back quotes.