Board Policy
Statement
BP No.
7
Bid Procedures
DATE APPROVED: May
17, 1993
Amended 06/24/04
Amended 06/30/05
Amended 11/17/05
Amended 12/15/05
A. General
Management has the
responsibility to establish bid procedures that will ensure both
fairness for vendors, and contractors, and the procurement of goods and
services of optimum quality, at the most competitive cost, for the
corporation. To this end, Senior Management shall comply with the RCSC
manual of bid procedures, which incorporates the provisions of this and
other applicable board policies and promotes effective and expeditious
procurement, including expenditures of both Capital Budget Funds and
Capital Preservation/Improvement funds.
B. Bid
Procedures
1. The Board
of Directors shall establish a standing Bid Committee, which will
normally consist of three members of the RCSC Board of Directors.
2. The Bid
Committee shall:
a. Review
plans, when available, and specifications of proposals with a value of
$100,000 or more, prior to the proposals being submitted for bid
solicitation.
b. Review
bids with a value of $15,000 or more.
c. Approve,
by signing, the disposition of all bids with a value of $15,000 or more,
by a majority vote on behalf of the Board of Directors.
d. Provide
the Board of Directors with a monthly report of all approved bids by the
Chairperson of the Bid Committee.
e. Be
present at the opening of all sealed bids.
f. Have the
Legal Affairs Committee review selected bids and contracts.
3. Senior
Management shall:
a. Ensure
that the Bid Committee is given the opportunity to review plans, when
available, and the specifications of all proposals with a value of
$100,000 or more, prior to the proposals being submitted for
solicitation.
b. Submit
non-budgeted proposals with a value of $15,000 or more to the
Chairperson of the Finance/Budget Committee for the committee’s
recommendations.
c. Provide
the Bid Committee with a monthly summary listing of all purchased
non-budgeted capital items with a value between $5,000 and $15,000.
4. Senior
Management will ensure that the Materials Management Department will:
a. Submit
all proposals with a value of $100,000 or more to the Bid Committee
prior to the proposals being submitted for bid solicitation.
b. Submit
bids with a value of $15,000 or more, to the Bid Committee.
c. Request
bids from at least three (3) contractors/vendors for all contracts and
purchases, unless three (3) contractors/vendors are not available.
d. Ensure
that bid proposal folders submitted to the Bid Committee contain all
relevant information pertaining to the bids.
e. Maintain
an open list of qualified contractors/vendors.
5. Emergency
Bid Procedures:
Under emergency
conditions, Senior Management, along with the President or Vice
President of the Board of Directors, as appropriate, may authorize the
expenditure of $15,000 or more without soliciting three (3) bids from
vendors. However, the Bid Committee shall be notified in writing (Sole
Source) within two (2) working days about the emergency purchase.
BOARD
POLICY RESOLUTION INDEX
