3.12.060 Formal purchasing procedures.
(1) For all purchases estimated to have a purchase price in an amount in excess of $25,000 or $10,000 for public works, sealed bids shall be solicited by notice published at least one time each week for two consecutive weeks in the legal newspaper for the County. The first publication shall occur at least 13 calendar days prior to the last date upon which bids will be received and the latest publication shall occur at least five calendar days prior to bid opening.
(2) For purchases hereunder, it shall be the duty of each County Official to implement those provisions by:
(a) Preparing specifications, quantity requirements, and bid forms and initiating the requested bid procedures;
(b) Preparing advertisements and calls for bids for Board consideration establishing:
(i) The date, hour, and manner of bid acceptance and the time after which bids will not be received;
(ii) The character of the work to be done, or the materials, supplies, equipment or services to be purchased; and
(iii) Where the specifications may be seen or obtained;
(c) Filing a copy of bid specifications with the Clerk of the Board and providing copies of bid documents for vendors;
(d) Ensuring the Clerk of the Board receives and holds bids for the Board until time of opening. Bids shall be submitted sealed to the Clerk of the Board and shall be identified as bids on the envelopes and shall further identify the project for which the bid or qualification is submitted and the bid opening date. Bids shall be opened and read in public at a meeting of the Board at the time and place stated in the public notices;
(e) Tabulating, evaluating, and submitting recommendations of award, and preparing and transmitting notification of award to successful bidders upon approval of the Board;
(f) Maintaining records on bid solicitation and submissions, and the contractor’s performance of its contract responsibilities.
(3) No bids shall be submitted by electronic facsimile or electronic mail.
(4) Nothing herein shall be construed to apply to public works projects subject to the small works roster.