Procurement Manual

INTRODUCTION

 

Mohave County follows all applicable Statutes and Rules that govern the public procurement of goods and services including, but not limited to:

 

A.R.S. § 11-251        Powers of board

A.R.S. § 11-254.01   County purchasing procedures; purchases to be based on competitive bids; content and issuance of invitations and specifications; basis of awards and rejections of bids; professional services, buildings

A.R.S. §11-251.17    Use of county seal restricted, cease and desist order, violation, classification

A.R.S. Title 34          Public Buildings and Improvements

 

Mohave County Procurement Code.   

 

The purpose of the Mohave County Procurement (MCPC) Code is to:

 

1.            Serve as the written policy adopted by the Board of Supervisors that informs procedures for the acquisition of supplies and services,

2.            Simplify and clarify procurement practices,

3.            Provide safeguards and good stewardship of public funds,

4.            Foster competition and public confidence by enabling consistent and equitable supplier treatment while maximizing value,

5.            Encourage supplier participation and supplier and citizen confidence due to a transparent process,

6.            Provide structure, foundation, and direction to Mohave County staff regarding procurement processes, and

7.            Provide flexibility to the Procurement Director to adopt operational procedures, consistent with the code governing the procurement and management of all materials, services, and construction to meet the specific organizational needs of Mohave County.

 

The purpose of this Procurement Manual is to provide an introduction and brief overview of the services provided by the Procurement and Central Services Department.  As a department, our professional and technical staff strive to provide excellent customer service while pursuing continued excellence and employing best practices in all that they do.

             

ABOUT MOHAVE COUNTY

 

MISSION STATEMENT

 

The mission of Mohave County is to serve its citizens through the efficient management of resources and the promotion of cooperation among communities, in a visionary manner that enhances the lives of those served.

 

ORGANIZATIONAL STRUCTURE

 

The Board of Supervisors is the governing body of Mohave County. Its duties, by State Statute, are both legislative and executive. The Board, as a body, is responsible for the overall management of the County government operations. The Board appoints a County Manager, responsible for the day-to-day operation of the County. The County Manager, the highest administrative position, is responsible for the appointment (with the concurrence of the Board) and supervision of all appointed (non-elected) department directors. Also, the Board appoints all members of the many boards and commissions that assist these programs.

 

The County Manager serves as a bridge of communication between the public, the various elected officials, and the Board of Supervisors. All non-elected department Directors report to the County Manager; these Directors include: Community Services, Development Services, Economic Development, Elections, Financial Services, Public Health, Human Resources, Information Technology, Indigent Defense Services, Public Defender, Legal Defender, Legal Advocate, Procurement, Public Fiduciary, Public Works, Risk and Emergency Management, Library District, and Administrative Services (oversight of the TV District and Animal Shelter).  

 

MOHAVE COUNTY BOARD OF SUPERVISORS BY DISTRICT:

 

District 1	Travis Lingenfelter LingeT@mohave.gov	928.753.0722
District 2	Rich Lettman             LettmR@mohave.gov	928.758-0713
District 3	Sonny Borrelli           BorreS@mohave.gov	928.453.0724
District 4	Don Martin                 MartDo@mohave.gov	928.753.8618
District 5	Ron Gould                 GouldR@mohave.gov	928.758.0739

ABOUT PROCUREMENT AND CENTRAL SERVICES

 

DEPARTMENT MISSION STATEMENT

 

Foster public trust in local government ensuring transparent, impartial, professional, and ethical decision making.  Employ best practices in conducting business with the vendor and supplier community, while supporting all departments in achieving their objectives.

 

DEPARTMENT RESPONSIBILITIES

 

The Mohave County Department of Procurement and Central Services is responsible for ensuring a fair, competitive, legally defensible process for the procurement of countywide materials, services and construction; effective management and disposal of County surplus materials; and the management of Countywide services to include: the receipt, delivery and distribution of packages and mail throughout the County; the management of County issued cellular devices; and switchboard operation. 

 

The Procurement Director ensures that all practices are completed in accordance with the Mohave County Personnel Policies & Procedures, Mohave County Procurement Code, and applicable State Statues, under the highest ethical standards, and using established best practices.  

 

The Department is dedicated to customer service and the timely acquisition of goods and services, while seeking additional efficiencies in the provision of all procurement and central services. Utilizing technology and sound business judgement, we strive to bring the greatest value to Mohave County with a dedication to the principles of accountability, ethics, impartiality, professionalism, service, and transparency.   

                                                 

Procurement (Contracting) Division: Our objective is to ensure that maximum value is derived from each dollar spent. The County benefits from having experience, certified public procurement professionals who ensure all contracts are awarded in a manner which promotes public trust. As such we strive to:

 

1.            Provide professional, qualified procurement expertise, advice and services.

2.            Develop, promote, and implement appropriate procurement strategies.

3.            Procure required services, materials, and construction that are meet quality, safety, and service expectations in a cost-effective manner.

4.            Conduct procurement processes that encourage full and open competition whenever practical.

5.            Comply with procurement rules and applicable local, state, and federal laws and regulations.

6.            Obtain the best value for the funding allocated.

7.            Eliminate the possibility of corruption or unethical practices in the procurement process.

8.            Build public trust through transparent and clearly communicated procurement practices. 

 

Central Services Division: Our objective is to provide the central services of mail and package distribution, postage services, surplus property management, switchboard operations, and cellular device management to all County departments in the most costeffective and efficient manner.  As such we strive to:

 

1.            Route incoming switchboard calls to the appropriate County departments.

2.            Comply with all US Postal Service rules and regulations.

3.            Distribute and process all County mail accurately and on time.

4.            Recommend cost-effective methods for specialized mail processing.

5.            Manage the County’s surplus property to ensure disposal or redistribution adheres to state and local laws and regulations.

6.            Manage County issued cellular devices serving as the County’s contract representative.

7.            Account for and allocate costs to appropriate County departments for internal central services with accuracy and efficiency.

8.            Respond to internal customer concerns, issues and questions related to services being provided with thorough and timely information.

 

DEPARTMENT ORGANIZATIONAL STRUCTURE

 

DEPARTMENT STAFF AND RESPONSIBILITIES

 

Director of Procurement and Central Services – Serves as the Chief Procurement Official for the County.  Responsible for the implementation of the Department’s overall mission and objectives.

 

                      Tara Acton, NIGP-CPP, CPPB ActonT@mohave.gov  Ext. 4194

 

Procurement Supervisor – Responsible for the direct supervision of the Department’s procurement professional staff.  May be assigned to manage the procurement of unique, complex, or high-profile commodities, services, or construction.  Serves as backup for procurement professionals.

 

                       Morgan Michaels, CPPB  MichaM@mohave.gov Ext. 4347

 

Administrative & Central Services Supervisor – Responsible for the direct supervision of the Department’s technical and administrative staff.  Responsible for all administrative support and records retention.

 

                Vacant        Ext. 4685

             

Procurement Officer Senior – Responsible for advanced procurement of commodities, services or construction, working independently on the more difficult, complex, irregular or high-value procurement projects.  This position requires several years of public procurement experience as a certified procurement professional.

 

      Vacant

 

Procurement Officer II – Responsible for proficient procurement of commodities, services or construction, working independently on difficult, complex or high-value procurement projects.  This position requires several years of public procurement experience and professional certification.

 

      Vacant

 

Procurement Officer I – Responsible for the procurement of commodities, services or construction, working with some independence on formal and informal procurement projects.  This position requires some public procurement experience or formal education.

 

Dusty Lewis		LewisD@mohave.gov	Ext. 4376 or 5838
Shelli Whaley		WhaleS@mohave.gov	Ext. 4183 or 5838
Teresa Garret		GarreT@mohave.gov	Ext. 4412
Barbara Spoonhour		SpoonB@mohave.gov	Ext. 4231

 

Procurement Officer Trainee – Responsible for coordination of the procurement of commodities, services or construction, under general supervision, and may work with some independence on informal procurement projects.  This position serves as an entry level position with procurement related administrative experience.

 

 Josh Kant-Wood   KantWJ@mohave.gov Ext. 4458 

 

Central Services Technician III – Responsible for performing advanced level support related to surplus and materials management, telecommunications, mail distribution, and administrative processes. 

 

 Curtis Shelton   SheltC@mohave.gov  Ext. 4604

 Amber Carman   CarmaA@mohave.gov Ext. 4504

 

Central Services Technician II – Responsible for performing intermediate level support related to surplus and materials management, telecommunications, mail distribution, and administrative processes.  

 

Trent McKee    McKeeT@mohave.gov Ext. 4001

 

Central Services Technician I – Responsible for performing entry level support related to surplus and materials management, telecommunications, mail distribution, and administrative processes.  

 

 Vacant

 

Office Assistant Senior – Responsible for providing general administrative support to all professional and administrative staff of the Department.

 

 Vacant

             

MOHAVE COUNTY PROCUREMENT CODE OF ETHICS

 

The following ethical principles shall govern the conduct of every individual employed by the Mohave County Procurement and Central Services Department.  

 

•      Procurement staff shall abide by the highest ideals of honor and integrity in all public dealings in order to merit the respect and inspire the confidence of the organization and the public we serve.

 

•      Staff shall strive to obtain the maximum benefit for funds spent as agents of Mohave County.

 

•      Staff shall carry out their duties in accordance with Mohave County Procurement Code and applicable State procurement law.

 

•      At no time, or under any circumstances, shall staff accept directly or indirectly, gifts, gratuities, or other things of value from suppliers, which might influence or appear to influence procurement decisions.

 

•      Staff shall hold to the idea that personal profit obtained through misuse of public or personal relationships is dishonest and not tolerable.

 

•      Staff shall not seek or dispense personal favors of any kind.  Staff will handle each procurement situation objectively and empathetically, without discrimination.

 

•      All Procurement staff shall maintain and practice, to the highest degree possible, business ethics, professional courtesy, and competence in all transactions.

 

•      Staff shall keep bidders’ proprietary information confidential in accordance with the Mohave County Procurement Code and applicable State law.

 

•      Staff shall support the professional aims and objectives of the Mohave County Procurement Office, the National Institute of Governmental Purchasing, and the National Institute of Supply Management.

             

CENTRALIZED PROCUREMENT AUTHORITY

 

OPERATIONAL PROCEDURES 

The Procurement Director may adopt operational procedures consistent with the Mohave County Procurement Code. (MCPC, Art. II, Sec. 1(1))

 

GENERAL RESPONSIBILITIES 

 

The Procurement Director shall (MCPC, Art. II, Sec. 1(2)):

 

•      Serve as the Chief Procurement Official

•      Procure or supervise the procurement of all materials, services and construction needed by the County

•      Award or recommend the award of all County contracts

•      Establish guidelines for materials management; specification development; and the inspection, testing & acceptance of goods and services.

•      Dispose of surplus materials

•      Conduct procurement on behalf of all County Departments

•      Authorize special procurements (exceptions to normal competition) including:

emergency, sole source, and competition impracticable.

 

WRITTEN DETERMINATIONS 

The Procurement Director shall issue Written Determinations (MCPC, Art. I, Sec. 6) to document and justify certain procurement decisions as noted below:

•      Confidentiality of submittals (MCPC, Art. I, Sec. 5(2))
• Delegation of Authority (MCPC, Art II, Sec.2(3))
• Shortened bid period (MCPC, Art. III, Sec. 3(2))
• Withdrawal of bid after bid opening (MCPC, Art. III, Sec. 3(6))
• Sole Source Procurement (MCPC, Art. III, Sec. 7(4))
• Competition Impracticable Procurement (MCPC, Art. III, Sec. 8(4))
• Emergency Procurement (MCPC, Art. III, Sec. 9(3))
• Cancellation of Solicitations prior to opening (MCPC, Art. III, Sec. 10(2))
• Cancellation of Solicitations after opening (MCPC, Art. III, Sec. 10 (3))
• Non-Responsibility of bidder or offeror (MCPC, Art. III, Sec. 12(1))
• Use of proprietary specifications (MCPC, Art. IV., Sec. 2(3))
• Brand Name Specification (MCPC, Art. IV, Sec. 5)
• Stay of Procurement during Protest (MCPC, Art. IX, Sec. 2(6))
• Stay of Procurement during Appeal (MCPC, Art. IX, Sec. 2(11))
• Extension for Filing Report on Appeal (MCPC, Art IX, Sec. 2(12))
• Extension for Filing Appellant’s Comments on Report (MCPC, Art. IX, Sec. 2(13)
• Final Decision of Appeal (MCPC, Art. IX, Sec. 2(14))
• Limited Participation during debarment (MCPC, Art. IX, Sec. 4(10)

CONTRACTING ON BEHALF OF THE COUNTY 

Contracts are required for the purchase of all materials, services or construction. (MCPC, Art. I, Sec. 7(2))

 

•      Only the Board has the authority to sign contracts. (MCPC, Art. I, Sec. 7(1))

•      The Board has delegated authority to the Procurement Director to sign contracts with a total value of up to $100,000. (MCPC, Art. III, Sec. 21)

•      Adequate funding must be approved before a purchase can be authorized.

(MCPC, Art. I, Sec. (3))              

REQUISITIONS AND PURCHASE ORDERS

 

REQUISITIONS

 

Requisitions entered in Munis, the County’s Enterprise Resource Planning (ERP) software, are the first step in securing approval to make a purchase.  Once a requisition has been fully reviewed and approved, a purchase order (PO) can be issued.  The PO is more than a payment tool; it serves as the County’s authorization to a selected vendor to proceed with assigned work.

 

Department Users are responsible for requisition entry to include adding appropriate notes and any substantiating documentation.  Once a Department User has entered all necessary information in the County’s ERP software, they “release” the requisition to trigger the automated approval process.

 

GENERAL APPROVAL FLOW

 

Each requisition requires various approvals prior to issuance of a PO.  At minimum, the requisition will require department administrative or budgetary review and approval, Finance Department budgetary review and approval, and Procurement Department Director review and approval.  Approval flows are managed within the County ERP software and are specific to funding sources.

 

Each required approver can either approve, reject, forward, or hold a requisition.

 

•      Approve: Once all required approvers in a group have approved, that approval step is considered complete, and the next group of approvers will be alerted that the requisition is awaiting their review and approval.

•      Reject: If any approvers in a group reject a requisition, the requisition will revert to “allocated” status, and the Department User will need to correct any errors and release the requisition to restart the automated approval process.

•      Forward: An approver may choose to forward to a more appropriate user – if an “approval” is forwarded, the assigned approver is granting the selected user to approve on their behalf. This can be done on a case-by-case basis, or if an approver is not available (out of the office), they can set up automatic forwarding.

•      Hold: If an approver places a requisition on hold this “pauses” the approval flow at that approval.  This can be used as a tool when a small change is needed, but there isn’t a need to reject and restart the automated approval process.

 

Approvals occur in sequential order; the first approval group must complete their review and approval before the next group will receive notice of pending approvals.

 

Changes to financial information – funding allocation, pricing, or quantities – will automatically restart the automated approval process.

 

PROCUREMENT’S APPROVAL FLOW

 

Procurement’s approval flow is designed to ensure that Procurement is the final approver of all requisitions prior to issuance of a PO.  When a Procurement Officer reviews a requisition, they are confirming that the contemplated purchase meets requirements of any applicable laws and rules.  Some things a Procurement Officer may be looking for include:

 

•      Values and descriptions in the requisition match the quote,

•      The purchase is using an appropriately approved contract,

•      Backup documentation provides evidence that appropriate competition was attempted,

•      Notes (internal or to be printed) provide evidence of appropriate approvals,

•      Applicable taxes are included in the overall purchase price,

•      Confirm aggregate spend under any contract does not exceed the Procurement Director’s authority without prior Board authorization.

              

Once the Procurement Officer has approved a requisition, the requisition will be advanced to the Procurement Director for confirmation of the Procurement Officer’s approval.  After the Procurement Director approves of a requisition, the Procurement Officer is authorized to issue the PO.

 

PURCHASE ORDERS

 

POs serve multiple purposes, and are not simply a method of payment.  

 

Once the Procurement Officer has converted a requisition to a PO, they will send a “Vendor Copy” and an “End User Copy” PO document to the designated Department User. Department Users are expected to forward the “Vendor Copy” PO to the vendor contact they have been working with along with any other documentation authorizing commencement of work. Upon request, the Procurement Officer may send the “Vendor Copy” PO directly to the vendor.  

 

A PO will only be issued after all obligations have been met prior to officially awarding a contract or approving a purchase.  The PO serves as notice to a selected vendor that they have met all obligations of award and are authorized to provide the requested good or service. Some obligations that could delay PO issuance include but are not limited to:

 

•      Contract approval and signature (Board or Procurement Director),

•      Receipt of Proof of Insurance from the vendor and approval of certificates and policy documents from Risk Management,

•      Receipt of Payment and Performance Bonds from the vendor and verification from Risk Management,

•      Failure to provide necessary information to register the Vendor in the County ERP software (including W-9, vendor application, or UEI Numbers).

 

When purchases are made without a separately approved contract, the PO serves as the contract and the Standard Terms and Conditions of the PO apply to the purchase.  This is often the case for one-time, small purchases of goods.

 

Confirmation POs, purchase orders issued after a purchase has been completed without prior Procurement review or approval, are discouraged.  When a confirmation PO is issued, it is only being issued to enable the payment process, and may require documentation from the Department User explaining why the purchase was made in violation of the Mohave County Procurement Code or related procedures.

 

Changes to a PO can only be made by a Procurement Officer.  Such changes are limited to those changes authorized by the contract, or based on the original Board or Procurement Director approval of the purchase.  Changes may require a Contract Amendment or additional Board or Procurement Director approvals prior to the PO Change Order being issued. 

 

             

PROCUREMENT THRESHOLDS

In April 2023, the Board of Supervisor’s adopted the formal procurement threshold as set in A.R.S. 41-2535(A) as the County’s “Small Purchase Threshold” ^[1] (MCPC, Art. III, Sec. 6(1)).  The current threshold is $100,000.  Purchases in excess of $100,000 will require formal competition unless a special determination is granted.  Purchases of up to $100,000 can be completed using informal procurement processes defined as “Small Purchase Procedures” as adopted by the Procurement Director (MCPC, Art. III, Sec. 6(2)).

 

Purchase values are determined based on the total potential value of the commitment being made.  For specific purchases, the value of the purchase inclusive of all taxes and fees will determine if it exceeds the small purchase threshold.  For services or ongoing purchase needs (Term or Requirements Contract) the total potential value of the contract including all possible renewal options will be used to determine if it exceeds the small purchase threshold.

 

FORMAL PROCUREMENT (EXCEEDING $100,000)

 

Any purchase or contractual obligation that will exceed $100,000 for the life of the contract (including any available renewal options) will be awarded based on formal source selection (sourcing) methods.  Recommendations for formal awards will be submitted to the Board of Supervisors by the Procurement Department.

 

Available Formal Sourcing Methods:

 

            Invitation for Bids (IFB) 

            Request for Proposals (RFP)

             Request for Qualifications (RFQ)

             Direct Selection of Technical Registrants

             Cooperative Contracts

 

INFORMAL PROCUREMENT (UP TO $100,000)

 

Any purchase or contractual obligation up to $100,000 for the life of the contract (including any available renewal options) will be awarded based on informal source selection

(sourcing) methods defined as “Small Purchase Procedures” adopted and approved by the Procurement Director.

 

Available Informal Sourcing Methods:

 

            Informal Bid Requests (IBR) – price only

             Informal Bid Requests (IBR) – with evaluation criteria

            Competitive Quotes 

 

Direct Selection of Technical Registrants

Cooperative Contracts

 

Requirements must not be artificially fragmented or divided with the intent to bypass the requirements and thresholds identified in the Mohave County Procurement Code or any adopted Small Purchase Procedures.  Department Users should work with their assigned Procurement Officer to determine the most appropriate sourcing method.

 

Purchases of $10,000 or less (Micro Purchases): Purchases or contractual obligations with a full potential value of $10,000 or less may be made upon receipt of at least one (1) verbal or written quotation.  Purchases for services will likely require a Contract signed by the Procurement Director.  Purchases for the delivery of goods may be made with an approved PO, upon consultation with the Department’s assigned Procurement Officer.

 

•      Micro Purchases for goods not exceeding $5,000: Purchases for goods with a full potential value of less than $5,000 may be made with a Department Procurement Card (P-Card).  The P-Card is a payment tool, not a sourcing method. ^[2]

 

•      Micro Purchases for services not exceeding $5,000: Purchases for services with a full potential value of less than $5,000 will likely require a Contract signed by the Procurement Director.  Once a Contract has been approved by the Procurement Director, P-Card may be used for payment convenience.  Claims and Purchase Orders are also approved payment methods.

 

Purchases in excess of $10,000 but not exceeding $100,000 (Small Purchases): Purchases or contractual obligations with a full potential value of more than $10,000 but not exceeding $100,000 require a minimum of three written quotes.  Purchases for services will require a Contract signed by the Procurement Director.  Purchases for the delivery of goods may require a Contract signed by the Procurement Director, or may be made with an approved PO.

 

•      Small Purchases not exceeding $50,000: Department Users are authorized to solicit written quotations.  Documentation of the quote request and responses must be shared with the Procurement Department prior to purchase authorization.

 

•      Small Purchases exceeding $50,000: The Department’s assigned

Procurement Officer shall solicit written quotes working with the Department Users to determine possible suppliers.  When practical, an Informal Bid Request (IBR) will be issued.

             

 

METHODS OF SOURCE SELECTION

Source Selection (sourcing method) is the process used in public procurement for selecting awarded vendors.  Various methods, described below, are approved for use to ensure that the vendor selection process is fair, transparent and encourages appropriate levels of competition.  Procurement Officers will work with Department Users to determine the best sourcing method to meet the particular procurement needs.  Factors considered when selecting the best method may include type of good or service being purchased; total value of the required good or service; applicable federal, state, or local laws; appropriate level of competition; timeframe for award and duration of contract; market conditions for the required good or service; funding source restrictions; and other procurement best practices.

 

FORMAL INVITATON FOR BIDS (IFB)

 

An Invitation for Bids (IFB) is a formal competitive sealed bidding method (MCPC, Art. III, Sec. 3) that is used when exact specifications or scope of work are known and can be adequately described.  Contract award is based on the lowest price of a responsive and responsible bidder.  IFBs are primarily used for goods and construction, and may be used for clearly defined services.

 

            Competition: Highest Level – Any qualified (responsible) bidder may offer

            Notification: Publicly Posted and Legally Advertised

            Solicitation Period: 21 Calendar Days (or more)

            Bid Opening: Sealed bids, publicly opened

            Evaluator: Procurement Officer in partnership with End User(s)

            Primary Basis for Award: Price

 

FORMAL REQUEST FOR PROPOSALS (RFP)

 

A Request for Proposals (RFP) is a formal competitive sealed proposals method (MCPC, Art. III, Sec. 4) that is used when sealed bidding is not practical or advantageous.  Contract award is based on the best value upon recommendation of a selection committee scoring all proposals in accordance with established evaluation criteria.  RFPs are often used for services, when the exact scope of work isn’t known, or when factors other than price are more important for determining the best value.

 

            Competition: Highest Level – Any qualified (responsible) provider may offer

            Notification: Publicly Posted and Legally Advertised

            Solicitation Period: 21 Calendar Days (or more)

            Proposal Opening: Sealed proposals, confidentially opened 

 Evaluator: Committee appointed by Procurement Director (MCPC, Art. III, Sec. 4(6)(b))  Primary Basis for Award: Best Value (Price & Evaluation Criteria)

 

FORMAL REQUEST FOR QUALIFICATIONS (RFQ)

 

A Request for Qualifications (RFQ) is a formal sealed qualifications-based selection method used for the procurement of Professional Design Services (MCPC, Art. V, Sec. 3) and Construction Services including Design-Build, Construction Manager at Risk, and Job

Order Contracting (MCPC, Art. V, Sec. 4).  RFQs are the only approved sourcing methods for these services in accordance with A.R.S. Title 34.  Contract award is based on the most qualified offeror upon recommendation of a selection committee scoring all Statements of Qualifications in accordance with established evaluation criteria.  Price is not a factor in determining the most qualified offeror; upon selection of the most qualified offeror the County will enter into negotiations in accordance with A.R.S. Title 34.

 

            Competition: Highest Level – Any qualified (responsible) offer may submit

            Notification: Publicly Posted and Legally Advertised

            Solicitation Period: 30 Calendar Days (or more)

            Submittal Opening: Sealed Statements of Qualifications, confidentially opened

            Evaluator: Committee appointed by Procurement Director per A.R.S. Title 34        Primary Basis for Award: Qualifications and Experience

 

INFORMAL BID REQUESTS (IBR) – PRICE ONLY

 

An Informal Bid Request (IBR) is an approved Small Purchase procedure adopted by the Procurement Director (MCPC, Art. III, Sec. 6). A traditional or “Price Only” IBR is used when exact specifications or scope of work are known and can be adequately described, and when formal competition is not required.  The traditional IBR process communicates the scope and all contract terms and conditions to a targeted list of potential vendors to facilitate expeditions contract execution with the lowest bidding responsive and responsible offeror.  Traditional IBRs are primarily used for goods, simple construction, or clearly defined services when the Procurement Department is facilitating the quote request process.

 

            Competition: Limited – Only targeted vendors are invited to offer a bid

            Notification: Direct Invite – email or eProcurement notice

            Solicitation Period: Varies – often less than 21 Calendar Days

            Bid Opening: Sealed bids not required – confidentially opened

            Evaluator: Procurement Officer in partnership with End User(s)

            Primary Basis for Award: Price

 

INFORMAL BID REQUEST (IBR) – WITH EVALUATION CRITERIA

 

As mentioned above, an Informal Bid Request (IBR) is an approved Small Purchase procedure adopted by the Procurement Director (MCPC, Art. III, Sec. 6). An IBR with Evaluation Criteria is used when a traditional price-based award is not practical or most advantageous, and when formal competition is not required.  The IBR with Evaluation Criteria process communicates the scope and all contract terms and conditions to a targeted list of potential vendors to facilitate expeditions contract execution.  It also includes a list of evaluation criteria in addition to price that will be used to determine a best value award recommendation.  Although price is a factor, it is not the ONLY factor. IBRs with Evaluation Criteria are primarily used for ongoing services when the Procurement Department is facilitating the quote request process.

 

            Competition: Limited – Only targeted vendors are invited to offer a response

            Notification: Direct Invite – email or eProcurement notice

            Solicitation Period: Varies – often less than 21 Calendar Days

            Proposal Opening: Sealed proposals are not required – confidentially opened

            Evaluator: Informal Committee approved by the Procurement Director        Primary Basis for Award: Best Value (Price & Evaluation Criteria)  

 

COMPETITIVE QUOTES

 

The Department or assigned Procurement Officer may solicit quotes from a minimum of three (3) suppliers for Small Purchases not exceeding $50,000, in accordance with Small Purchase Procedures adopted by the Procurement Director (MCPC, Art. III, Sec. 6).  Names of businesses submitting written quotations, the date of the quote, the amount, and the rationale for selecting a particular vendor shall be maintained as a matter of public record.  For quotes that result in a service component, a Shortform Agreement may be drafted based on the accepted quote, and the Contract must be fully executed prior to issuance of a PO and authorization to proceed with the purchase.  Vendor selection and Contract award is routinely based on the lowest quote offered unless a service is being purchased and other factors have been approved.  Competitive Quotes are primarily used for the purchase of low-cost goods, one-time small construction services, and may be used for short-term clearly defined services.

 

            Competition: Limited – Only targeted vendors are invited to provide a quote

            Notification: Direct Invite – email or documented phone call

            Solicitation Period: Varies – often less than 1 week

            Evaluator: Procurement Officer or End User (whoever requested quotes)              Primary Basis for Award: Price (may consider other factors)

 

DIRECT SELECTION OF TECHNICAL REGISTRANTS

 

Upon written determination by the County Engineer citing the basis for award, a particular technical registrant may be selected to provide services based on their primary field of expertise (MCPC, Art. V. Sec. 6).  Any contract awarded by direct selection shall be awarded in accordance with A.R.S. Title 34.  Direct Selection is approved for the procurement of professional services from a technical registrant if the contract is for an amount of $500,000 or less (A.R.S.§ 34-103(B)). When the potential value of a Direct Select Contract is expected to exceed $100,000, a recommendation for award will be submitted to the Board of Supervisors by the Procurement Department.  Direct Select Contract awards valued at $100,000 or less may be signed by the Procurement Director.

 

            Competition: Limited – Written Determination by County Engineer

            Notification: Annually Updated Pre-Qualified Technical Registrants List 

            Evaluator: County Engineer 

            Primary Basis for Award: Determination of County Engineer

 

COOPERATIVE CONTRACTS

 

Cooperative Contracting is allowed (MCPC, Art. X, Sec. 4) so long as the assigned Procurement Officer has performed due diligence in vetting the recommended cooperative contract to ensure that it complies substantially with Mohave County’s procurement rules and practices.  Cooperative contracts can be used at any threshold upon recommendation of the Procurement Officer.  The County will only authorize the use of formally competed awards to ensure maximum competition was attempted.  When the potential value of the cooperative purchase is expected to exceed $100,000, a request for authorization to use the cooperative contract will be submitted to the Board of Supervisors by the Procurement Department.  For cooperative purchases valued at $100,000 or less, the Procurement Director may authorize the use.  When determining the potential value of a cooperative purchase, all County purchases expected under the contract for the duration of any renewal options shall be considered.

 

             Competition: Highest Level – based on the Lead Agency’s sourcing method

             Notification: Publicly Posted and Legally Advertised by Lead Agency

            Solicitation Period: 21 Calendar Days (or more)

             Bid or Proposal Opening: Sealed and publicly opened by Lead Agency

            Evaluator: Lead Agency

 Primary Basis for Award: Either Price or Best Value (depending on sourcing method used by the Lead Agency 

 

             

SPECIAL PROCUREMENTS

The Procurement Director may authorize exceptions to normal competitive procurement methods of source selection (Special Procurements) upon a written determination when no other reasonable sourcing methods exist (MCPC, Art. II, Sec. 1(2)(i)).   

 

SOLE SOURCE PROCUREMENT

 

When only one source exists for a required material or service, the Procurement Director shall issue a written determination authorizing procurement without competition (MCPC, Art. III, Sec. 7).  Procurement Officers will work with Department Users to justify the request.   Market conditions change frequently; a Sole Source Determination shall be based on conditions at the time the determination is made.  Each new request will require confirmation that the sole source situation remains (if requested within a year of the most recent determination), or may require a new determination be issued (if requested more than one year after the most recent determination).  Preference for working with a particular vendor or supplier, is not a valid sole source consideration. When the potential value of the sole source procurement is expected to exceed $100,000, a request for authorization to complete the purchase based on the Procurement Director’s Sole Source Determination will be submitted to the Board of Supervisors by the Procurement Department.  For sole source procurements valued at $100,000 or less, the Procurement Director’s Sole Source Determination shall serve as adequate authorization.  

 

 

COMPETITION IMPRACTICABLE

 

When more than one source exists for a required material or service, but it is impracticable to compete among the available sources, the Procurement Director shall issue a written determination authorizing procurement without competition (MCPC, Art. III, Sec. 8). Procurement Officers will work with Department Users to document the totality of the circumstances making competition impracticable.  If the Procurement Director finds, by clear and convincing evidence, competition is impracticable, the Director shall issue a

Competition Impracticable Determination. Each new request will require a new determination be issued. When the potential value of the procurement is expected to exceed $100,000, a recommendation to award the contract or complete the purchase based on the Procurement Director’s Competition Impracticable Determination will be submitted to the Board of Supervisors by the Procurement Department.  For procurements valued at $100,000 or less, the Procurement Director’s Competition Impracticable Determination shall serve as adequate authorization.  

 

EMERGENCY PROCUREMENTS

 

When a threat to public health, welfare, property or safety exists, the Procurement Director, in consultation with the County Manager, may authorize emergency procurements limited to the goods or services necessary to satisfy the emergency need (MCPC, Art. III, Sec. 9). 

The Procurement Director shall issue an Emergency Determination describing the emergency condition and the basis for the determination.  Emergency procurements shall be made with as much competition as is practicable under the circumstances.  When the total value of purchases made in response to the emergency exceed $100,000, the Emergency Determination is subject to formal ratification of the Board of Supervisors. 

             

CONTRACT MANAGEMENT

CONTRACT AWARD DOCUMENTATION

 

When Procurement facilitates the sourcing method, the Procurement Department maintains, as a matter of public record, all documents associated with the vendor selection and contract award.

 

When the Department User has requested quotes, Procurement may request additional documentation prior to approving a contract award.  Any documentation shared with Procurement to substantiate an award recommendation will be maintained in the contract records.

 

In an effort to provide easy access to contract documents, and to encourage full transparency in procurement processes, many contract award documents are available on the Mohave County Contracts Portal.  If specific contract award documentation can’t be found on the Contracts Portal, please reach out to your assigned Procurement Officer for assistance. 

 

PROJECT MANAGEMENT – CONTRACT REPRESENTATIVE

 

The Primary Using Department shall work with Procurement to designate an individual to serve as the County’s Contract Representative (CCR).  The CCR is responsible for dayto-day project management.  The CCR interacts directly with vendors to address issues and ensure compliance with contract terms and conditions.  Most contract performance issues can be addressed by working directly with the vendor, and by holding them accountable to the terms of the contract.  If an issue needs to be escalated, please reach out to the signed Procurement Officer for guidance, or assistance with complex performance issues.

 

A Contract Representative must: 

 

•      Be thoroughly familiar with the scope, terms and conditions of the contract;

•      After award of the contract, issue a written Notice to Proceed (“NTP”) to the Contractor with a copy of the NTP to Procurement for inclusion in the official contract file;

•      Advise the Contractor in writing, with copy to Procurement, of any failure to comply with the contract scope, terms and conditions, and in the event significant deviations occur, contact the County Procurement Department for direction on remedying the situation;

•      Review any proposed or suggested changes (i.e. amendments) to the contract, and furnish your recommendations to Procurement;

•      Promptly accept deliverables and services which are satisfactory and reject those which are not;

•      Thoroughly review all submitted invoices.  Where inaccuracies are found, ensure correction by the vendor before approval is provided for payment.  Invoices must be submitted in accordance with the contract terms; and

•      Ensure that a copy of any final reports(s) generated by the vendor are forwarded to Procurement for inclusion in the contract file.

 

A Contract Representative is NOT Authorized to: 

 

•      Amend the contract or enter into supplemental verbal or written agreements,

•      Grant time extensions or otherwise modify the terms and conditions of the contract, or

•      Commit Mohave County in any manner except as allowed under the contract.

 

CONTRACT MODIFICATIONS (AMENDMENTS)

 

If a contract performance issue can only be resolved by modifying contractual requirements, Procurement must be involved.  

 

Contract Amendments: Most contract modifications will be authorized by mutual Contract Amendments, or by using the County authorized Change Order process.

 

•      Only the Board has the authority to sign contract amendments. (MCPC, Art. I, Sec. 7(1))

•      The Board has delegated authority to the Procurement Director to sign amendments to contracts with a total value of up to $100,000. (MCPC, Art. III, Sec. 21)

 

Change Orders: In accordance with Administrative Procedure 2-1, contract change orders are the tool used for modifying construction contracts.  Change Order approval has been delegated to the County Manager provided that any change will not exceed the original contract value inclusive of the approved project contingency amount.  Change Orders that would exceed the approved contract value require Board approval.

             

CENTRAL SERVICES

COMMUNICATION SERVICES

 

County Switchboard: Any calls that come to the County through the main number, (928)753-9141, are routed through Central Services.  Department Users can also transfer a caller to the switchboard by using internal extension 4595.  Central Services Technicians (CS Tech) answer all incoming calls from the general public and route callers to the requested departments.  Switchboard services operate Monday – Friday from 8:00 am to 5:00 pm except for County recognized holidays.

 

Centralized Cellular Plan Management: Central Services serves as the County’s Contract Representative (CCR) for the countywide cellular services plan.  CS Techs manage the cancelation, activation, and suspension of cellular services.  Cellular management also includes countywide account management, internal billing, and general troubleshooting/support assistance.

 

MAIL SERVICES

 

County Mailroom: All postal mail addressed to the County is processed through the County Administrative Building Mailroom. CS Techs oversee the receipt, preparation, distribution, and delivery of all posted County mail to the United States Postal Service (USPS). CS Techs also process, sort, and distribute intra-departmental mail with assistance from a contracted courier service provider (for distribution between Kingman, Bullhead City and Lake Havasu City). The CS Tech picks up and drops off mail at County locations throughout Kingman as a Daily County Mail Run. 

 

The Mailroom, located on the first floor, is open to Mohave County employees Monday through Friday (excluding County recognized holidays). 

 

Mail Services Offered:

 

•      First class postage

•      Certified postage with optional addition of return receipts

•      Priority USPS labeling

•      Interoffice mail delivery

•      Folding/Insertion/Tabbing of bulk mailing projects

•      Processing of Presort mailing projects

•      Drop off to the United States Postal Service Offices

 

CS Techs serve as a resource to all Mohave County departments regarding mail processing, and can provide guidance on current USPS postal rules and regulations.

             

Daily County Mail Run:

 

The Daily Mail Run is regularly scheduled between 12:30 pm and 2:30 pm (times may be adjusted at the discretion of the Procurement Director).  

 

Below is a list of stops along the mail run in consecutive order:

 

•      Adult Detention Center

•      Juvenile Detention Center

•      Fleet Services

•      Golden Valley Improvement District (Public Works)

•      Public Works

•      Environmental Health (Development Services)

•      Development Services

•      Animal Shelter

•      Kingman Branch Library

•      Fairgrounds Administration

•      Probation (and Mediation) 

•      Legal Advocate’s Office

•      Indigent Defense Services

•      Public Defender’s Office

•      City of Kingman

•      Kingman Superior Court

•      County Attorney’s Office

•      Legal Defender’s Office 

•      Victim Witness

•      Downtown Post Office

•      Sheriff’s Administration

•      Kingman/Cerbat Justice Court

 

 

MATERIALS MANAGEMENT 

 

Administrative Warehouse: Central Services manages the Administrative Warehouse, located on the first floor of the County Administration Building.  The warehouse is primarily used for short-term storage of County surplus property.  Warehouse space may be available for temporary storage which can be coordinated with the Administrative and Central Services Supervisor.

 

Surplus Auction and Redistribution: CS Techs routinely host online surplus auctions for disposition of unwanted county surplus property.  The Central Services also maintains a “Procurement Warehouse Thrift Store” to facilitate the redistribution of surplus property between County Departments.

 

Shipping and Receiving: The County Administration Building loading dock is located on the east end of the building near the Administrative Warehouse and County Mailroom.  CS Techs receive and distribute packages delivered to the Administrative Building by express carriers like Federal Express and UPS.  Department Users can schedule express carrier shipping directly with service providers, and the CS Techs will hold the package in the County Mailroom until the pickup has been made.  CS Techs log incoming packages and deliver them to Administration Building Departments each day.

 

For special, or unusually large deliveries, Department Users should coordinate receipt of the deliveries with Central Services.  With advanced notice, warehouse space may be available for temporary storage of special deliveries.   

 

Administrative Building Paper Sales: In an effort to reduce the cost of standard copy paper, the Central Services Division purchases it in bulk (by the pallet) at a reduced cost for resale and delivery within the County Administration Building.  Paper requests can be made through the Admin Building Paper Orders form in the Employee Quick Links section.  Paper is sold by the case at the actual price paid when the pallet order was placed.