7-23-18 Regular Meeting - Laserfiche WebLink

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i r Buildings The General Services division should be contacted for building repairs. General Services will access the need or problem and recommend the best course of action to correct the problem(s). Repair services for County buildings or equipment that are not covered by maintenance agreements shall be obtained by the following procedures: 1. An estimate of the repair work shall be necessary before proceeding with the repairs. 2. If emergency repairs are needed, Emergency Purchases procedures should be followed. Maintenance Agreements Departments should follow these guidelines for all maintenance agreements: 1. The legal department must review all maintenance agreements. 2. All maintenance agreements must include the pre-audit statement signed by the Finance Officer. 3. Maintenance agreements shall be considered for any equipment that requires frequent adjustment or repairs. 4. Maintenance agreements are a form of contract. Department Heads,with the exception of the Health Director and the Director of Social Services, are not authorized to sign. 5. Copies of all maintenance agreements will be filed with the Purchasing Agent. 6. Purchase order procedures should be followed. 7. The IT department will evaluate all maintenance agreements for technology equipment. Electronic Equipment When a leased copier or printer requires maintenance, the department should use the contact information located on the copier. When maintenance or repair is needed for all other electronic equipment,including but not limited to computers,printers,and telephones,the IT department should be contacted. The IT department will either repair,service or arrange for outsourcing the repair. Competitive Bids Purchases of Supplies, Materials and Equipment(Up to $5,000): Competitive bids are not required for purchases less than $5,000; however, departments are directed to get the most reasonable price. Purchases of Supplies, Materials and Equipment($5,000.00 - $19,999.99): Competitive bids are required. The requesting department in conjunction with the purchasing agent must complete a standardized request for bid form (see Specifications) and include the bid cutoff date. The request for bid must be posted on the Lee County website. Informal requests for bids must be posted for a minimum of five (5) business days. All bids must be sealed and submitted to the Purchasing Agent who will open the bids in conjunction with the requesting department at the date and time so specified. Every effort to obtain three bids should be exercised. Once the bid deemed in the best interest of the County is determined, the requesting department shall enter the purchase requisition in the County's financial package. Lee County Purchasing and Contracting Policy Page 9 Amended July 23, 2018