Agenda 1/26-1/27/17 Planning Retreat

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Lee County Purchasing and Contracting Policy Introduction This purchasing policy and procedures manual is intended for use as a guide to Lee County's purchasing methods. When used properly, the policies and procedures will enable the County to obtain needed materials, equipment, supplies, and services efficiently and economically. The understanding and cooperation of all employees is essential if the County is to obtain the maximum value for each tax dollar spent. While this manual does not answer all questions related to purchasing, it does provide the foundation for a sound purchasing policy. The basic goals of the County's purchasing program are: 1. To comply with the legal requirements of public purchasing and procurement. 2. To assure vendors that impartial and equal treatment is afforded to all who wish to do business with the County. 3. To receive maximum value for each dollar spent by awarding purchase orders to the lowest responsible bidder, taking into consideration quality, performance, technical support, delivery schedule, past performance and other relevant factors. 4. To provide County departments the required goods, equipment and services at the time and place needed and in the proper quantity and quality. 5. To promote good and effective vendor relations, cultivated by informed and fair buying practices and strict maintenance of ethical standards. General Guidelines for Purchasing Local Buying: The County wants to insure that local vendors who have goods or services available which are needed by the County are included in the competitive purchasing process. The county has responsibility to its residents, however, to insure that maximum value is obtained for each public dollar spent. The County cannot and will not make purchasing decisions solely on the basis of vendor residence. Rather, the County will endeavor to encourage local vendors and suppliers to compete for all County business. Planning: Planning for purchases should be done on a short-term and long-term basis, thereby minimizing small orders and last minute purchases. Planning will also reduce the number of trips required to obtain materials and minimize clerical and supervisory time spent on documenting purchases. Buying Proper Quality: Quality and service are as important as price, and it is the duty of the requesting department to secure the best, most economical, quality that will meet but not exceed the requirements for which the goods and/or services are intended. In some instances, the lowest price does not necessarily mean the lowest cost. Lee County Purchasing and Contracting Policy Page 2 Amended October 19, 2009