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026 <br />® lowest responsible bidder deemed in the best interest of the County. Upon award by the Board of <br />Commissioners and execution of the contract, the requesting department shall enter the purchase <br />requisition in the County's financial package. <br />Specifications <br />When goods and/or services are procured under the informal or formal bidding process, <br />specifications must be prepared. All specifications should do at least four things: <br />1. Identify minimum requirements <br />2. Encourage competitive bids <br />3. Be capable of objective review <br />4. Provide for an equitable award at the lowest possible cost <br />Specifications shall be as simple as possible while maintaining the degree of exactness required to <br />prevent bidders from avoiding supplying the goods and/or services required or otherwise taking <br />advantage of their competitors. <br />All specifications utilizing a name brand must include the term "or approved equal" to avoid being <br />restrictive and eliminating fair competition from the bidding process. <br />Different methods of structuring specifications include: <br />1 <br />2 <br />3 <br />4 <br />5 <br />6 <br />Qualified products on acceptable vendor list <br />Specification by blueprint or dimension sheet <br />Specification by chemical analysis or physical properties <br />Specification by performance, purpose or use <br />Specification by identification with industry standards <br />Specification by samples <br />Written Contracts <br />Contracts range from written contracts described in this section to purchase orders incorporating <br />specifications, which are also contracts. The following purchases will require contracts: <br />I. Supplies, equipment, apparatus, and material requiring an expenditure of $90,000 and <br />more. Supplies, equipment, apparatus, materials, maintenance, and services requiring an <br />expenditure of less than $90,000 do not require a written contract. However, a written <br />contract may be used whenever it is deemed necessary and advisable. <br />2. All maintenance agreements. <br />3. All leases. <br />4. Construction and repair (including demolition and renovation) projects requiring an <br />expenditure of $500,000 or more. Construction and repair (including demolition and <br />renovation) projects requiring an expenditure of less than $500,000 do not require a written <br />contract. However, a written contract may be used whenever it is deemed necessary and <br />advisable. <br />5. If the entire cost of the project will exceed 500000, separate written contracts are <br />required for any of the following four items that are included: <br />a. Heating, ventilating, air conditioning, and accessories and/or refrigeration for cold <br />storage (when the cooling load is 15 tons or more of refrigeration); <br />b. Pluming and gas fittings and accessories; <br />C. Electrical wiring and installations: and <br />d. General work not included in the above. <br />Lee County Purchasing and Contracting Policy Page 9 <br />Amended October 19, 2009 <br />