DOCUMENT

POL - Procurement and Contracts Department - Policies Manual - El Paso County, Colorado 2003

  • YEAR CREATED: 2003
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is the El Paso County Procurement Policies Manual. It outlines the procedures and guidelines for protests, claims, and source selection in the procurement process. The manual states that protests can be submitted on any phase of the solicitation of an Invitation For Bids (IFB) or Request for Proposals (RFP) up to and including the date/time of bid and/or proposal opening, and through the date of award. Protests can be made regarding issues such as specifications, insufficient time to respond, restrictive bonding requirements, and excessive or restrictive qualification requirements. The protest must be submitted in writing, identifying the IFB or RFP number and title, and describing the aggrieved issue. The Director of Procurement & Contracts will review the protest and reply within seven business days, stating the reasons for the decision reached. The decision of the Director is final. Claims, on the other hand, consist of a written objection to a bid or contract awarded or rejected by the Board of County Commissioners. The claim must be submitted in writing, identifying the IFB or RFP number and title, and stating the specific reason(s) for the claim. The claim must be delivered to the Director of Procurement & Contracts. The County Attorney will review the claim and reply within seven business days, and the decision of the County Attorney is final. If an aggrieved party does not agree with the final decision of the Director or the County Attorney, they can submit a reconsideration within seven business days. The reconsideration must be submitted in writing, stating the specific reason(s) for the disagreement and including all related information pertaining to the original protest or claim. The reconsideration must be sent to the Board of County Commissioners, and the BOCC will have fifteen business days to respond. The document also outlines the methods of source selection. It states that purchases and contracts shall be procured competitively if the aggregate total is more than $5,000, with some exceptions. These exceptions include purchases made from another contract or agreement written by another government agency, purchases directly from government units, subscriptions for magazines or periodicals, professional services up to $25,000 annually with justification, and procurement procedures for the Pikes Peak Work Force Center. For small purchases with an estimated value of less than $25,000, informal procurement methods can be used. These methods include obtaining a single quote for purchases of $5,000 or less, obtaining telephone quotes for goods/services, and using a Request for Quotes for purchases in excess of $5,000 up to $25,000. The department can assign a specialist to issue a Request for Quotes on its behalf, and a sample Request for Quotes is included in the manual. The department must send the Request for Quotes to at least three qualified vendors, and award will be made to the vendor offering the lowest responsive bid based on the best value determination. The department must then forward the Request for Quotes and all responses to the Procurement & Contracts Department for approval.
MEMBERS ONLY DOWNLOAD
Advertisement

Similar Documents

Document
Evaluation Committee Rules of Conduct
Year Created: 2025
Document
ART - Administartive Overview - Major Contracting Solicitation Methods 2004
Year Created: 2004
Document
ART - Administrative Regulations, 2008
Year Created: 2008