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BIDDING METHODS & PROCEDURES The Ingham County Purchasing Department utilizes several different methods of acquisition. The type of acquisition depends on the type of product or service requested, and the anticipated cost. All goods and services where the anticipated cost of procurement exceeds $2,500 are competitively procured, except as noted below. Departmental Level Purchases
County-issued and departmentally approved procurement cards are used for most purchases of goods below $2,500. While these purchasing decisions are left to the discretion of the department head, departments are encouraged to solicit quotes wherever possible and practical. P-cards may not be used for contractual services.
Informal Bids Used when the Purchasing Department estimates the total cost of the procurement is at least $2,500 but does not exceed $25,000. A minimum of three (3) written quotations are required. Final approval of the procurement is required from the Purchasing Director. Formal Sealed Bids Used when the Purchasing Department estimates the total cost of the procurement exceeds $25,000. A Notice of Invitation to Bid is typically published various local newspapers, and is also posted on this website. Purchases exceeding $25,000 require approval from the full Board.
These bids are time-specific documents and must be received at the Purchasing Department at or before the specific time and date indicated in the bid. Sealed bids are opened and read publicly at the time and date specified. Bid packages received after the time and date specified will not be accepted.
Request for Proposals (RFP)
Request for Proposals are similar to a sealed bid. However, RFP criteria define a specific need or problem and request that the proposer define how to fill the need or solve the problem. Proposers are allowed more latitude to define solutions or services in an RFP.
Like sealed bids, this is a time-specific document and must be received at the Purchasing Department at or before the specific time and date indicated on the RFP form. RFPs are opened and read publicly at the time and date specified in the proposal. Proposals received after the time and date specified will not be accepted.
Professional Services
Professional services are defined as unique, technical and/or infrequent functions performed by an independent contractor qualified by education, experience and/or technical ability to provide services. In most cases these services are of a specific project nature, and are not a continuing, on-going responsibility of the County. The services rendered are predominately intellectual in character even though the contractor may not be required to be licensed. Professional services engagements may involve partnerships, corporations, or individuals.
Examples of "professional services" typically acquired by the County include consulting services, medical services, physicians, software development/design, graphic design, auditing services, and architectural and engineering services.
Professional services where the total anticipated expenditure exceeds $25,000 are procured by issuing a RFP. Exceptions The competitive bidding requirements are not applicable in the following circumstances:
1. Transactions between Ingham County and any other governmental unit; 2. Cooperative purchasing agreements; 3. Emergency repairs or services; 4. Real estate purchases; 5. Sole-source purchases; and 6. Professional services purchases under $25,000.
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