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Specifications When goods and/or services are procured under the informal or formal bidding process, specifications must be prepared. All specifications should do at least four things: 1. Identify minimum requirements 2. Encourage competitive bids 3. Be capable of objective review 4. Provide for an equitable award at the lowest possible cost Specifications shall be as simple as possible while maintaining the degree of exactness required to prevent bidders from avoiding supplying the goods and/or services required or otherwise taking advantage of their competitors. All specifications utilizing a name brand must include the term "or approved equal" to avoid being restrictive and eliminating fair competition from the bidding process. Different methods of structuring specifications include: 1. Qualified products on acceptable vendor list 2. Specification by blueprint or dimension sheet 3. Specification by chemical analysis or physical properties 4. Specification by performance, purpose or use 5. Specification by identification with industry standards 6. Specification by samples Written Contracts Contracts range from written contracts described in this section to purchase orders incorporating specifications,which are also contracts. The following purchases will require contracts: 1. Supplies, equipment, apparatus, and material requiring an expenditure of $90,000 and more. Supplies, equipment, apparatus, materials, maintenance, and services requiring an expenditure of less than $90,000 do not require a written contract. However, a written contract may be used whenever it is deemed necessary and advisable. 2. All maintenance agreements. 3. All leases. 4. Construction and repair (including demolition and renovation) projects requiring an expenditure of $500,000 or more. Construction and repair (including demolition and renovation) projects requiring an expenditure of less than$500,000 do not require a written contract. However, a written contract may be used whenever it is deemed necessary and advisable. 5. If the entire cost of the project will exceed$500,000,separate written contracts are required for any of the following four items that are included: a. Heating, ventilating, air conditioning, and accessories and/or refrigeration for cold storage (when the cooling load is 15 tons or more of refrigeration); b. Plumbing and gas fittings and accessories; c. Electrical wiring and installations; and d. General work not included in the above. 6. Change Orders:Contracts for construction or repair projects can have change orders during the project prior to completion, without going through a new bid process, providing the bidding laws are not evaded.Cumulative change orders up to$20,000 per contract can be approved by the County Manager. Change orders of$20,000 or more require approval by the Board of Commissioners. Lee County Purchasing and Contracting Policy Page 11 Amended July 23, 2018