Procurement Procedures - Chapter 4: Initiating the Procurement Process

Process for various types of solicitations

IP 1 - Introduction

This chapter provides information on the process for various types of solicitations.

IP 2 - Training

Prior to making any solicitation request with Procurement Services, excluding the Purchasing Card (PCard), it is recommended the Requesting Department (RD) personnel register for Euna Academy and take related courses to better understand the County’s electronic procurement system (EPS). We encourage vendors to visit the Vendor Help Center with the County’s EPS.

IP 3 - Pre-Procurement Planning Process

IP 3.1 Thresholds

(1) Purchases Up to $10,000

While purchases of $10,000 and under are exempt from some requirements of this chapter, competition is still strongly encouraged when feasible. See Chapter 13 for PCard Program Procedures

(2) Purchases Greater Than $10,000 and Less Than $50,000

For small purchases greater than $10,000 and less than $50,000 see Chapter 8 for noncompetitive, sole, and special procurements

(3) Purchases Over $50,000

The RD must follow the steps outlined in this chapter

IP 3.2 Scheduling

Procurement Services, in conjunction with the RD, establishes a tentative schedule of events for the solicitation to include the development of specifications, issuance of public notice, the pre-offer conference (if applicable), the site visit (if applicable), the offer opening time and date (Opening Date), the evaluation process, approval, and the preparation of the purchase order or agreement.

IP 4 - Specification and Requirements

IP 4.1 Specifications

The purpose of the specifications is to serve as a basis for obtaining commodities or services adequate and suitable for the County’s needs while encouraging the maximum practicable competition consistent with this purpose.

(1) Requesting Department’s Responsibility for Specification Development

The RD shall prepare specifications in an approved electronic format ¹ and then submit to Procurement Services. Any unusual specifications should be reviewed by the RD’s Assistant County Attorney before submission to Procurement Services.
Note: Procurement Services will review specifications and may require revisions or clarifications.

(2) Specification Development

a) When preparing specifications, the RD should consider total cost of ownership, including acquisition, operation, rental, leasing, etc.
b) Specifications must be concise, detailed, and of high quality to ensure commodities or services meet their intended purpose and enable fair competitive bidding.
c) Specifications must include the scope of work, clearly and completely state the minimum requirements/qualifications, avoid unnecessary restrictions or definitions that limit competition, and exclude nonessential quality criteria that increase costs without adding value.
d) Abbreviation use should be minimized, and all acronyms must be defined.
e) Specify testing methods for conformance when applicable, and include evaluation criteria if applicable.
f) If samples are required, clear instructions must be provided on how to label the sample, when it is due, and how it will be used in the evaluation for award.
g) Do not blindly copy information from the internet!
h) Verify all part numbers, source information, publications, and web links are current and accurate.
i) When sizes, weights, speeds, etc. are required, determine if a range is acceptable then indicate minimums or maximums or approximates. If an item must fit into a given space, indicate the available space dimensions.
j) Delivery, warranty (parts, labor, and/or service requirements, etc.), and training requirements, as applicable, are to be clearly defined.
k) When including maintenance services, define the service requirements and advise if parts, labor, travel, and service hours are required. Specify number of preventative maintenance inspections required and any other inclusions or exclusions that are to be priced. Avoid using restrictive requirements such as “vendor must be located within a 20-mile radius.” Instead, request a reasonable response time.
l) When specifying compliance with certain industry test methods or standards, include copies or indicate where copies may be obtained.
m) Identify any instructional materials or service manuals that the offeror must submit. Incorporate the type of instructional training that must be provided and where the training will take place.
n) If compatibility with an existing piece of equipment is a factor, describe the equipment, connectors, interfaces, brand and model of the existing equipment.
o) Clearly state the packaging requirements, size, types of finish, color, etc.
p) If installation is required, provide details.
q) Include all necessary requirements; never assume it is understood that something unstated will be included. Only requirements that are in the specification can be used to evaluate an offer. Just because a particular brand and number specified has an inherent feature, you cannot rule out other offers if the feature was not described in the specification.
r) Indicate the appropriate unit of measure. Example: box – bxs, package – pkg., each – ea., etc.
s) Eliminate all requirements unimportant to the function of the requested good or service.
t) IF YOU CAN NOT MEASURE IT AND/OR VERIFY IT, DO NOT ASK FOR IT!
u) Other Related Items

a. Any person or company that has participated in the preparation of the specifications may not submit an offer.
b. Once a solicitation has been published, no changes to the specifications will be made except by addendum.

(3) Equipment Demonstrations

The RD must include a complete list of required items for the demonstration and specify whether the County or bidder will provide, and insurance requirements, if applicable.

(4) Use of Brand Names ²

Brand-specific or restrictive specifications should be avoided unless necessary and justified by the RD.
Use of brand names for identifying a good is acceptable if one of the following applies:

No alternative design or performance specifications are available,
time constraints prevent creating a new description,
the product suits the County’s needs, or its use serves the County’s best interests.

The RD must verify current availability of brand and model numbers. All brand and model numbers referenced must be in current production and available on the market. If specifications indicate an acceptable brand and model or part number, invite competitive brands by indicating “or equal”.
Specifications must clearly identify if equivalent alternative brand names need to be evaluated for acceptability before or after submission.

(5) Final Review of Specifications

Procurement Services will discuss suggested changes with the RD but has the final authority to modify specifications to facilitate competitive solicitation.

(6) Qualified Products List (QPL)

A QPL may be developed when pre-solicitation testing or examination of goods is necessary to meet County requirements, such as for security equipment or water and wastewater system components.
The County will provide a public notice of QPL establishment as needed, unless an exception is approved by the Director of Procurement. Upon notice, potential offerors may submit products for testing to determine eligibility.

(7) Grant-Funded Procurements

If a procurement is funded in whole or in part by an outside agency grant, the RD must provide any grant-related special requirements or provisions as part of the project request.
NOTE: The RD must not obligate the County to a specific offeror in grant applications. If an offeror must be identified, consult with Procurement Services before submitting a grant application.

(8) Alternate Offers

Alternate offers may be included in the specifications for goods or services that the County may consider as part of the award.

IP 4.2 Formal Written Bilateral Contracts (Agreement)

Agreements are typically required for service awards, including construction, that exceed the Administrative Award limit or when deemed necessary due to complexity by the Requesting Department, Procurement Services, or County Attorney’s Office. Only the Board may execute Agreements on behalf of the County, regardless of dollar value.

IP 5 Drafting the Solicitation (Requirements and Planning)

IP 5.1 - Intake

To initiate a procurement, the RD must fully complete the appropriate questionnaire and submit an intake request through County’s EPS with all required documentation (See checklist of attachments on questionnaire).

IP 5.2 Preparation of Competitive Solicitations

Procurement Services will work with RD to prepare the final document(s), which must be approved by the Project Manager in the County’s EPS. Procurement Services will then create the project draft which requires Project Manager and RD approval. Procurement Services will publish it through the EPS as a public solicitation.
In certain circumstances, Procurement Services may post a notice of select upcoming procurements the County’s website .

IP 5.3 Preparation of Non-Competitive Solicitations

Procurement Services will work with RD to develop the project description and then publish it as a public notice in the County’s EPS.

IP 6 - Open and Active Solicitations

IP 6.1 Cone of Silence

See Chapter 3, VR5

IP 6.2 Notice of Public Meetings

Notice for all public meetings will be listed in the Important Events section of each project within the County’s EPS.

IP 6.3 Clarifications or Changes to the Offers

No interpretations of material consequences or changes to the specifications may be made verbally to potential offerors. Offerors must submit all requests for interpretation in writing through the County’s EPS within the time period stated on the solicitation document. Procurement Services will consult with the RD and issue any necessary changes as an addendum.

IP 6.4 Site Visits/Inspections Relative to Specifications

The RD may recommend a site visit/inspection if needed, which will be scheduled with the time, date, and location in the solicitation, indicating whether it is mandatory or optional. Notice for all site visits and inspections will be listed in the Important Events section of each project.

IP 6.5 Pre-Offer Conference

The pre-offer conference is a meeting of potential offerors, Procurement Services, and the RD, where the RD reviews technical specifications and explains the scope and objectives, and Procurement Services covers non-technical provisions. Procurement Services coordinates with the RD about the conference date, which should be at least five (5) days after the public notice (except for construction projects). Notice for all pre-offer conferences will be listed in the Important Events section of each project, and specify the time, date, location, and whether attendance is mandatory.
Procurement Services and the RD should promptly address any concerns raised after the completion of the conference. Procurement Services will issue an addendum if changes to specifications are needed.

IP 6.6 Addenda

After a solicitation is published but before the close date, changes to the specifications may be necessary to clarify ambiguous provisions, correct errors or oversights, accommodate changing conditions, or provide additional information. Prior to issuing an addendum, Procurement Services and the RD must consider the time remaining until the close date. The addendum may postpone the close date.

(1) Department Request for Change

If the RD needs to make changes to a published solicitation document, changes must be submitted through the Internal Discussion in the County’s EPS. The request will be reviewed and if needed, an addendum will be issued.

(2) Issuance

Addendums are issued through the County’s EPS at least five (5) business days prior to the close date. All offerors included in the project will automatically receive notification(s) of the addendum.

(3) Offerors’ Responsibility

Offerors are responsible for ensuring they received and reviewed all addenda prior to submitting/resubmitting an offer

IP Notes

Except for sections of construction bid documents, if approved by Procurement Services
Brand Names can include trade names or names of manufacturers