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R <br />professional service company and the County is established, a contract with a not -to -exceed <br />amount shall be issued to satisfy accounting and statutory requirements. As with all contracts, they <br />must be reviewed and approved by the County Attorney, the County Manager and the Finance <br />Director. <br />Maintenance and Repairs <br />Buildings/Equipment Repair <br />If repair is needed due to an accident, the department is responsible for following the County's <br />Accident and Reporting procedures. All County and statutory requirements must be followed <br />when repairs are needed. <br />Buildings <br />The General Services division should be contacted for building repairs. General Services will <br />access the need or problem and recommend the best course of action to correct the problem(s). <br />Repair services for County buildings or equipment that are not covered by maintenance <br />agreements shall be obtained by the following procedures: <br />1. An estimate of the repair work shall be necessary before proceeding with the repairs. <br />2. If emergency repairs are needed, Emergency Purchases procedures should be followed. <br />Maintenance Agreements <br />kw Departments should follow these guidelines for all maintenance agreements: <br />1. All maintenance agreements must include the pre -audit statement signed by the Finance <br />Officer. <br />2. Maintenance agreements shall be considered for any equipment that requires frequent <br />adjustment or repairs. <br />3. Maintenance agreements are a form of contract. Department Heads, with the exception <br />of the Health Director and the Director of Social Services, are not authorized to sign. <br />4. Copies of all maintenance agreements will be filed with the Purchasing Agent. <br />5. Purchase order procedures should be followed. <br />6. The IT department will evaluate all maintenance agreements for technology equipment. <br />Electronic Equipment <br />When a leased copier or printer requires maintenance, the department should use the contact <br />information located on the copier. <br />When maintenance or repair is needed for all other electronic equipment, including but not <br />limited to computers, printers, and telephones, the IT department should be contacted. The IT <br />department will either repair, service or make arrangements for outsourcing the repair. <br />Competitive Bids <br />Purchases of Supplies, Materials and Equipment (Up to $5,000): <br />Competitive bids are not required for purchases less than $5,000; however, departments are <br />directed to get the most reasonable price. <br />Lee County Purchasing and Contracting Policy Page 7 <br />Amended October 19, 2009 <br />