Procurement Operating Procedures – Small Purchases
On April 3, 2023, Mohave County Board of Supervisors adopted Resolution 2023-072, modifying the Mohave County Procurement Code.
Modifications included establishing the threshold specified in A.R.S. § 41-2535 (A) for the purchase of supplies, materials, equipment and contractual services, except professional services. That threshold is currently $100,000.
In an effort to simplify the procedures for obtaining commodities and services at or below the County’s formal procurement threshold, and in accordance with Mohave County Procurement Code, Art. III, Sec. 6 (Small Purchases), the following Procurement Operational Procedures apply to the purchase of all commodities and services not exceeding $100,000.
Requirements must not be artificially fragmented or divided with the intent to bypass the requirements and thresholds noted below. Using Departments should work with the Procurement Department to determine the most appropriate small purchase procedure.
Any small purchase, regardless of total cost; requiring acceptance of terms and conditions of purchase or service shall be executed in the name of the County by the Procurement Director in accordance with Mohave County Procurement Code, Art. III., Sec. 21 (Contract Form and Execution).
Purchases of $10,000 or less (Micro Purchases): Where the estimated total cost does not exceed $10,000, purchase may be made upon receipt of at least one (1) verbal or written quotation. Whenever there is reason to believe that a single quotation does not represent a fair and reasonable price, and in situations where more competition is practical, additional quotations should be sought. Names of the businesses submitting written or verbal quotations, the date of the quotation, the amount, and the rationale for selecting the supplier will be recorded and maintained as a public record.
Purchases in Excess of $10,000 but not exceeding $100,000 (Small Purchases): Insofar as it is practical for small purchases in excess of $10,000 but not exceeding $100,000, no less than three (3) suppliers will be solicited for written quotations. Award will be made to the lowest most responsive 2 | Simplified Procurement Procedures April 7, 2023 and responsible supplier meeting the specifications and requirements. Names of the businesses submitting written quotations, the date of the quotation, the amount, and the rationale for selecting the supplier will be recorded and maintained as a public record in accordance with state law.
Small Purchases not exceeding $50,000: The Using Department is authorized to solicit written quotations in consultation with the Procurement Department.
Small Purchases exceeding $50,000: The Procurement Department shall solicit quotations working with the Using Department to determine a minimum of three (3) suppliers, if possible. When practical, an Informal Bid Request (IBR) (with or without additional evaluation criteria) will be issued. Award shall be made to the lowest most responsive and responsible supplier meeting the requirements and specifications. The Informal Bid Request (IBR) should be issued with sufficient time with appropriate detail to allow vendors to respond.
Service Purchases: For purchases of services, factors other than price may be considered. The Using Department and assigned Procurement Department employee shall evaluate thewritten quotations received to determine the best value to Mohave County based on the overall merits. Evaluation criteria and associated weights are not required. If a vendor is selected for factors other than lowest price, such as quality of the product or service, factors should be fully documented.
Practical Competition: If three (3) price quotations cannot be obtained, the assigned Procurement Department employee will review supporting documentation to determine if evidence exists supporting that practical competition was attempted. The Procurement
Department employee’s determination that Practical Competition was attempted shall be
recorded and maintained as public record.
Cooperative Procurement: As an alternate method, the County may utilize an approved
Cooperative Contract in accordance with Mohave County Procurement Code Art. X. (Cooperative
Procurement).
Payment Methods:
Payment for Purchases of $5,000 or Less: The P-card is the preferred order and payment method for any purchase not exceeding $5,000 in accordance with the Uniform Accounting Manual for Arizona Counties (UAMAC) and the Mohave County P-card Policy.
Payment for Purchases Exceeding $5,000: A Purchase Order is the preferred order method for purchases exceeding $5,000 in accordance with the Uniform Accounting Manual for Arizona Counties (UAMAC).
For any question related to your procurement needs please contact your assigned Procurement Department employee.