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13 HB Fiscal Potices a Procedures <br /> Competitive Bidding <br /> For purchases or contracts costing more than $10,000, staff must obtain three prices prior to <br /> purchase commitment. Bids may include online or print advertisements and must detail the <br /> vendor, date, cost, and goods/services to be received. HB will identify what factors, materials, <br /> services must be fulfilled by contractors to be evaluated. HB will ensure that all prequalified lists <br /> of persons, firms, or products which are used in acquiring goods and services are current and <br /> include enough qualified sources to ensure maximum open and free competition. Also, HB will not <br /> preclude potential bidders from qualifying during the solicitation period. <br /> • Sole Sourced Vendors: When only one vendor is available for a product or service, the <br /> vendor is considered a sole sourced vendor. Competitive bidding is not required for sole <br /> sourced vendors, although staff should check for new and emerging vendors periodically <br /> and note any sole sourced vendor purchase. Due to a limited market, HB considers <br /> textbook printers as sole source vendors. <br /> • All contractors must incorporate a clear and accurate description of the technical <br /> requirements for the material, product, or service to be procured. Such description must <br /> not contain features which unduly restrict competition. The description may include a <br /> statement of the qualitative nature of the material, product or service to be procured <br /> and, when necessary, must set forth those minimum essential characteristics and <br /> standards to which it must conform if it is to satisfy its intended use. The specific features <br /> of the named brand which must be met by offers must be clearly stated. <br /> Approval <br /> Prior to purchase commitment, staff must complete a Check Request Form for all purchases <br /> according to the approval authorization levels in the chart below. <br /> Blanket Purchase Orders <br /> Blanket purchase orders apply to regularly recurring expenses (e.g., utilities, office supplies). <br /> After a supervisor approves a blanket purchase order at the outset of a service engagement or at <br /> the beginning of the fiscal year, staff are not required to complete additional bidding, purchase <br /> requests, or approvals to process payment during the course of the service engagement or fiscal <br /> year. <br /> Consultant Services <br /> Before beginning a consulting arrangement, HB evaluates criteria established by the IRS to confirm <br /> if the consultant performing the services qualifies for independent contractor status. In essence, <br /> in order to be categorized as a consultant, the party in question should be: <br /> • Largely autonomous in their work <br /> • Not subject to overt direction and control by the person(s) for whom the service is <br /> performed <br /> Specific guidance and examples from the IRS may be found in the Employer's Supplemental Tax <br /> Guide, Publication 15-A, found online at www.irs.gov. <br /> Staff must complete and obtain approval for any contractor agreement prior to commencement of <br /> work. <br /> Purchase Requirements <br /> GOODS OR DOCUMENTATION <br /> Last updated September 2022 <br />