[Amended 12-8-2008; 6-8-2010; 5-7-2012; 7-13-2015; 6-6-2016; 6-5-2023]
For the purpose of this article, "small purchases"
shall be defined as purchases of goods, non-professional services,
equipment, insurance, non-transportation construction, or other items
needed in the day-to-day operations of the County, the monetary value
of which does not exceed $100,000.00; for transportation related construction
that the monetary value of which does not exceed $25,000.00; and for
contracts for single-user microcomputers and related peripheral equipment
and services not expected to exceed $100,000.00 Small purchase procurement
procedures, shall apply for the procurement of professional services
for single or term contracts if the aggregate or the sum of all phases
of such contracts is not expected to exceed $80,000.00. However use
of small purchase procurement procedures for professional services
is optional and the County at the discretion of the purchasing agent
may issue an RFP using competitive negotiations for the procurement
of professional services contracts anticipated to be less than $80,000.00.
Small purchase of non-transportation construction shall not waive
compliance with the Uniform State Building Code.
[1]
Editor's Note: See Virginia Code § 2.2-4303.
[Amended 12-8-2008; 6-8-2010; 7-13-2015]
The following items and services are excluded
from the small purchases provisions of this article:
[Amended 12-8-2008; 6-8-2010; 7-13-2015; 6-5-2023]
Any contract not exceeding $100,000.00 may be
made in accordance with small purchase procedures; provided, however,
that contract requirements shall not be artificially divided so as
to constitute a small purchase under this article; and provided further
that all procurements exceeding $100,000.00 shall require specific
awards by the governing body as made and provided by law.
[1]
Editor's Note: See Virginia Code § 2.2-4303.
[Amended 12-8-2008; 6-8-2010]
Subject to the provisions of this article, the
purchasing agent is authorized to develop, implement and revise, as
needed, a small purchase procedure, which will ensure that the principle
of competitive pricing is established and maintained and which shall
also contain provisions for maintaining the confidentiality of legitimate
trade secrets. Such procedure shall be reviewed and approved by the
County at any time, but at least on an annual basis.
[Amended 12-8-2008; 6-8-2010; 5-7-2012; 6-6-2016; 6-5-2023]
A.
This section shall apply to purchases of less than
$10,000.00.
B.
A using department or agency may make purchases by
utilization of a blanket order system to be developed and distributed
by the purchasing agent. The purchasing agent has the authority to
make purchases from vendors of choice so long as the purchase price
does not exceed $9,999.99. Contract requirements shall not be artificially
divided so as to come within the provisions of this section.
[Amended 12-8-2008; 6-8-2010; 6-5-2023]
A.
This section
shall apply to purchases between $10,000.00 and $25,000 in value and
for the procurement of professional services of less than $20,000.
The purchasing agent may administratively make purchases of up to
$25,000 upon prior standing authorization from the County.
B.
After receipt
of a purchase requisition from the using department or agency, at
least three telephone quotations shall be obtained, whenever possible,
for the purchase. A telephone quotation form shall be completed listing
date, item, description, quantity, name of company, individual giving
quote, pricing, term, and delivery schedule. In the event three quotations
are not obtained the reasons shall be documented. The total of all
items purchased from this requisition shall not exceed $25,000.00.
[Amended 12-8-2008; 6-8-20106-5-2023]
A.
This section
shall apply to purchases between $25,000 and $50,000 in value. The
purchasing agent may administratively purchase up to $50,000 upon
prior standing authorization from the County.
B.
Purchases
shall be accomplished through the use of at least three letter quotations,
whenever possible. A letter quotation is a written request sent to
at least three vendors with a specified reply date and time. This
is the most desirable method of acquiring necessary items and should
be used when proper planning allows sufficient time. In the event
three vendors are not obtained, the reasons therefor shall be documented.
C.
The use
of letter quotations requires adequate time for preparation, mailing,
receipt and award, generally two or three weeks from receipt of the
requisition. All quotations received after the reply date and time
are nonresponsive and cannot be considered.
D.
Requests
for letter quotations are issued by the purchasing agent. To initiate
the letter quotations, the user department should submit a completed
requisition to the purchasing agent, including a list of possible
vendors, if available.
[Amended 12-8-2008; 6-8-2010; 6-5-2023]
A.
This section
shall apply to purchases between $50,000 and $100,000.00 in value.
The purchasing agent may administratively purchase up to $100,000.00
upon prior standing authorization from the County.
B.
Purchases
shall be accomplished through the use of at least five letter quotations,
whenever possible. A letter quotation is a written request sent to
at least five vendors with a specified reply date and time. This is
the most desirable method of acquiring necessary items and should
be used when proper planning allows sufficient time.
C.
The use
of letter quotations requires adequate time for preparation, mailing,
receipt and award, generally two or three weeks from receipt of the
requisition. All quotations received after the reply date and time
are nonresponsive and cannot be considered.
D.
Requests
for letter quotations are issued by the purchasing agent. To initiate
the letter quotations, the user department should submit a completed
requisition to the purchasing agent, including a list of possible
vendors, if available.
[Added 5-4-2020]
A.
This section shall apply to purchases related to the marketing of Buchanan County's tourism assets and the promotion of events and attractions that aim to create greater awareness of Buchanan County as a destination for tourism, business and relocation. When the Director of Marketing and Tourism has made a determination that competition is not practicable for procurement as outlined in this section and upon the approval of such a determination by the Purchasing Agent, the Director of Marketing and Tourism may utilize the small purchase procurement procedure up to $25,000 pursuant to the provisions set forth in Subsections B, C, and D of this section.
B.
Purchases
for advertising buys (print, digital, television and sponsorships)
shall be accomplished by vendor of choice, when competition is not
practicable in order to generate market-specific and platform-specific
asset and brand awareness, up to $25,000 per occurrence.
C.
Purchases
for direct marketing opportunities (including trade show booth space,
travel expo booth space and other direct marketing and networking
event registration) where a competitive process is not practicable,
a vendor of choice shall be permitted up to $10,000 per procurement
transaction.
D.
Purchases
for nonprofessional services related to the generation of marketing
content (including photography services, videography services, web
design and digital platform specialty services) shall be accomplished
by vendor of choice when competition is not practicable in order to
facilitate the best possible marketing product, up to $25,000 per
occurrence.
A.
For the purposes of this section, an emergency shall
be deemed to exist when a break-down in machinery or equipment or
a threatened termination of essential services or a dangerous condition
develops, or when any unforeseen circumstances arise causing curtailment
or diminution of an essential service, or where materials or services
are needed to protect the health of citizens, prevent the loss of
life or the loss of property.
[Amended 2-9-2015]
B.
In the event that the purchasing agent or his delegee
or the County Attorney is not available, a using department or member
of the Board of Supervisors may make an emergency small purchase without
complying with this article. Any department or member of the Board
of Supervisors which makes such an emergency purchase shall inform
the purchasing agent, in writing, of the circumstances surrounding
the purchase, within one work day of the occurrence.
[Amended 2-9-2015]
C.
Abuse of the provisions of this section shall be reported
to the purchasing agent and the County.
When, in the judgment of the purchasing agent, it is in the best interest of the County to use purchasing procedures other then those specified in §§ 16-48, 16-49 and 16-50, he may prescribe, after consultation with the County Attorney and approval by the County, suitable purchasing procedures. The rationale for such decision shall be documented and put on file in the purchasing agent's office.
Until an award is made under this article, the names of bidders, whether by phone, letter or sealed bid, are confidential, as are the prices quoted. Once an award is made, the information is open to public inspection, as provided in § 16-18 of this policy.
