return email from any two of the three members of the Committee will constitute the written approval. 7. Non-Compliance – The Controller is responsible to ensure this policy is followed and report to the Board President and/or Board Treasurer when not in compliance.
Amended 9-20-21
5.E
PROCUREMENT POLICY
1. Purpose: The purpose of this policy is to ensure that quality supplies, services and equipment are procured for ORPS at the best value available, and that the procurement process is transparent, consistent, and efficient. 2. Policy: All supplies, services and equipment required to operate and maintain ORPS will be acquired as set out in this policy; and 3. Whenever possible and appropriate, prices for all goods and services will be established through a competitive bid/quote process. Competitive bidding is a means of protecting ORPS from misuse of Association funds and is used to eliminate favoritism, fraud, and corruption in awarding contracts and buying goods and services. Exceptions to the competitive bid/quote process are outlined below.
5.F
COMPETITIVE BIDS ($50,000 PLUS)
1. All purchases or services with an estimated cost/value of $50,000 or more must be obtained with formal, competitive bids. 2. Written bid specifications and contract documents must be prepared in advance of bid solicitations. 3. Three written bids must be obtained except when not possible or appropriate as provided below. 4. Bids must be solicited from the open market sufficient to comply with the intent of this procurement policy. 5. Approval process : a. The General Manager shall open said bids on the date provided for in the specifications, review them and make a recommendation to the Board of Directors at its next Board meeting. b. The Board shall either accept and award a contract or reject the bids. If a bid is awarded, it shall go to the lowest responsible bidder as determined by the Board. c. “Lowest responsible bidder shall be determined considering the following fac tors as are appropriate”: i. Price. ii. Ability to meet specifications. iii. Ability to meet timelines to include delivery, starting, ending or other. iv. Ability to provide service and warranty support. v. Availability of replacement parts. vi. Ability to meet bidder qualification requirements. vii. Contractor/vendor who does business in local area. d. Vendor and contractor requirements: i. Valid state and local licenses for the specified work. ii. Liability insurance with ORPS named as an additional insured in the minimum amount of $1,000,000 or such higher sum as may be specified in the bid documents. iii. Proof of worker’s compensation insurance. iv. References – At least three clients/customers whom contractor/vendor has worked for in past two years unless the contractor/vendor has provided materials/services to ORPS within the last two years in a satisfactory manner.
12
Made with FlippingBook Online newsletter maker