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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - Procurement Policies Manual - El Paso County 2009
- YEAR CREATED: 2009
- ENTITY TYPE: County
- TYPE OF DOCUMENT: POL - Policies/Procedures
- Policies and Procedures
The document is the El Paso County Procurement Policies Manual. It outlines the policies and procedures for procurement within the county.
The manual covers various topics including sole source procurement, emergency purchases, equipment leases, and change orders.
Sole source procurement is allowed when a requirement is available from only a single supplier. However, if there are multiple potential bidders or offerors for a particular item or service, sole source procurement is not justified. The manual provides examples of circumstances that could necessitate sole source procurement, such as the purchase of technical equipment with no competitive product or the purchase of professional services from a uniquely qualified vendor. Any request for sole source procurement must be accompanied by a written explanation from the department head justifying why no other supplier is suitable. The Director of Procurement and Contracts determines the use of sole source based on the justification provided.
Emergency purchases are allowed when there is a threat to public health, welfare, or safety, and normal procurement methods cannot meet the immediate need. The emergency procurement is limited to the quantity necessary to meet the emergency. The manual specifies the procedures for emergency purchases during normal business hours and outside of normal business hours. Any emergency purchase must be reported to the department on the first working day following the purchase. If a follow-up review determines that the purchase was not an emergency, it may be disallowed for payment.
The manual also addresses equipment leases, stating that leases with an option to purchase should not be used to circumvent competition requirements. Leases with an option to purchase require written justification from the department head and must be approved by the Procurement Department. Lease agreements for capital equipment are reviewed by the Director of Procurement & Contracts and the County Attorney. Lease agreements with a value of $25,000 or less are signed by the Director of Procurement & Contracts, while those with a value greater than $25,000 require approval and signature by the Board of County Commissioners.
Change orders are processed through the Procurement & Contracts Department and must adhere to the same dollar limit authorizations as outlined in the manual. Examples of changes that may result in a price increase or decrease include the description of merchandise, quantity, scope of work/services, and delivery date. Change orders cannot be used to circumvent the dollar limits set in the policy manual. If a product or service is estimated to eventually cost more than $25,000, the solicitation procedure must be followed.