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Special Procurement Electronic Equipment The IT (Information Technology) Department will purchase or authorize the purchase of all computers, peripherals, printers,and all other electronics governed by the technology policy. The IT Department will then be responsible for entering the Purchase Requisition or instructing the department to enter the information. The IT Department will setup and install equipment in the appropriate departments. Emergency Purchases Occasionally purchases need to be made on an emergency basis. An emergency is defined as a situation that occurs and if not immediately corrected would jeopardize the health, safety, and/or property of citizens,the health and safety of County employees,and/or the property of the County. If emergency purchases are needed during business hours, begin Purchase Order procedures immediately and contact the County Manager or his designee for PO approval then notify the purchasing agent. When emergency purchases occur during non-business hours, contact the County Manager or his designee then notify the Purchasing Agent immediately the next business day. Emergency purchases,although sometimes necessary,are costly in both time and money. The use of emergency procedures should be limited and will be monitored for abuse. Sole Source of Supply In the event there is only one vendor capable of providing a particular good and/or service, the competitive pricing procedures outlined in this manual may be waived by the Purchasing Agent. Whenever a department head or his/her designee determines to purchase goods and/or services from a "sole source", he/she should designate such on the purchase requisition. Professional Services Normal competitive procedures cannot be utilized in securing professional services such as architects, attorneys, engineers, planners and other professional people who, in keeping with the standards of their discipline,will not enter into a competitive bidding process. Where appropriate, the County staff will use a request for qualifications process that assesses companies' abilities to perform services being sought. The County will award these contracts to the most qualified bidder taking into consideration experience and knowledge of the project. Where all criteria are equal, the County will review fees in the evaluation process. When an agreement between a professional service company and the County is established, a contract with a not-to-exceed amount shall be issued to satisfy accounting and statutory requirements. As with all contracts,they must be reviewed and approved by the County Attorney, the County Manager and the Finance Director. Once a contract is signed, a purchase requisition should be entered for the not to exceed amount. Maintenance and Repairs Buildings/Equipment Repair If repair is needed due to an accident, the department is responsible for following the County's Accident and Reporting procedures. All County and statutory requirements must be followed when repairs are needed. Lee County Purchasing and Contracting Policy Page 8 Amended July 23, 2018