Purchase Levels - The County buys at three (3) different levels:
First level is anything of value less than $5,000 of which the requesting department has the responsibility and the authority to select the vendor and obtain pricing information.
Second level is anything of value between $5,000 up to $50,000; a Request for Quotation is issued to three (3) or more vendors. The vendor exhibiting the best price, delivery, and/or additional criteria is awarded the order.
Third level is for products or services valued at more than $50,000, official sealed bids are solicited and electronically posted on the County's website for at least ten (10) days before the dates set for receipt of bids, proposals or replies unless the Purchasing Division determines in writing that a shorter period of time is necessary to avoid harming the interest of the County. In the case of a construction project, projected to cost more than $200,000, a notice shall be publicly advertised at least once in a newspaper of general circulation. Bids are due at a specified time and place, and the bid opening is public. The majority of Charlotte County Purchasing Bid Openings are held at 2:00 pm on Wednesday of each week in the Purchasing Division’s Conference Room.
Bidders and the public are encouraged to attend bid openings and may examine the bid documents after all bids have been opened in accordance with Florida Statutes -Section 119.07, "Inspection and Examination of Records - Exemptions". Within a reasonable time following the bid opening, the bids shall be tabulated and the results presented to the department or division that requested the bid for their recommendation of award. When the Purchasing Division receives this recommendation, Purchasing initiates an award memo along with a recommendation and presents it to the County Administrator or the Board of County Commissioners for consideration, depending upon the approval dollar limit. Bid information will not be divulged over the telephone.
results are posted in accordance with Florida Statues, Section 119.071(1)(b)2: Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07
1(1)(b)2 and s. 24(a), Art. I of the State Constitution, except as provided by Florida Statutes 255.0518, until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. Upon release of the intended decision, results may be obtained by viewing the tabulation sheets, which are available under the Purchasing Bids Online
Award Policy - An award will be made to the lowest responsive, responsible bidder/vendor. The factors used to determine whether a bidder/vendor is complying will be incorporated into the request for bid/quote. Those factors may include, but not be limited to, specifications, price, responsibility, qualifications, and capabilities of respondent, availability of funds, and time of delivery of product(s)/service(s).
Prompt Payment - After delivery of product(s)/service(s), the vendor submits invoice(s) for payment to the Charlotte County Purchasing Division. Payment(s) can be expedited by preparing in accordance with instructions given, and will be made in accordance with Sections 218.70 through 218.80 Florida Statutes, Local Government Prompt Payment Act