DOCUMENT

POL - Purchasing Manual - Baltimore County 2009

  • YEAR CREATED: 2009
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a purchasing manual for a Department of Public Works. It outlines the procedures and guidelines for the procurement of goods and services, as well as the process for awarding contracts. The manual explains that bids for projects are submitted and tabulated by the Department of Public Works. The low bid is then reviewed and approved by the Director of Public Works, the Director of Budget and Finance, and the County Administrative Officer. Once approved, the award is made to the successful bidder. The successful bidder is required to execute the contract and provide necessary documents such as performance bonds, insurance certificates, and endorsements within 10 business days of receiving the award. Failure to do so may result in the forfeiture of the bid deposit. Once the necessary documents are received, the contractor is authorized to begin the project and a purchase order is issued. If there are any changes to the plans and specifications that will result in an additional expenditure of more than 20% of the contract bid price, a report must be prepared and submitted to the County Council for approval. The manual also explains the process for issuing purchase orders, including the requirement for the Director of Budget and Finance to certify the availability of funds before placing an order. The purchase order must contain all the necessary details such as the amount, quality, price, terms of payment, and delivery information. The document also includes information on contract release orders and order changes, as well as the flow of purchase orders from the vendor to the using agency and payment processing. Additionally, the manual mentions that a copy of the purchase order is held in the Banking and Investments department, and authorization for payment is made by them. Lastly, the manual briefly mentions an Equipment Financing Program (EFP) for purchasing equipment financed through special banking agreements. Agencies are instructed to use a standard purchase requisition form and notify Investments and Debt Management when equipment is received. The payment process for EFP purchases is also explained.
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