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. - i <br />PURCHASING AND CONTRACTS <br />Additional info: <br />-Any purchase costing over $5,000 needs to be encumbered before we can purchase the <br />item whether it's a personal service or a commodity. <br />-We can create purchase orders up to $100,000, but dollar limits still need to be followed. <br />ENGINEERING: Any Engineering or Architectural contract for any amount needs to be <br />processed with an A& E contract. If you are doing a project that is under $50,000, you can use <br />contractors that are on the As Needed list. In order to select a vendor, you will need to pick three <br />vendors from the list and interview them. You will then evaluate the vendors you have <br />interviewed and make your selection. Any project over $50,000 and any A& E project not done <br />through the as-needed contract will have to go through the RFQ process. <br />PERSONAL SERVICES CONTRACTS OR POs <br />Under $10,000 can be done with a PO except engineering work <br />GOODS - Any goods under $10,000 is classified as a discretionary purchase. A Purchase Order <br />is only necessary if required by the vendor. Be aware that this only covers a one-time purchase <br />during the fiscal year. If you spend over $10,000 with a vendor in a fiscal year, you will need to <br />encumber the funds above the $5,000 limit. Any good costing over $10,000 will need to be put <br />on BIDS. <br />SERVICES - Personal Services below $5,000 is classified as a discretionary purchase. It is <br />probably in the best interest of the state to have a Purchase Order generated for this purchase. <br />This gives the state more protection as far as getting the work done, for there are terms and <br />conditions that will give guidance in receiving the services. As an agency CWCB, prefers to <br />have purchase orders for these acquisitions. With the new immigration rule the CWCB will have <br />to fill out a US citizen verification form according to HB06-1023. <br />$10,000 to $25,000 <br />GOODS - Goods/commodities costing over $10,000 are required to be put out for bid. This will <br />be a documented quote process and can be out for bid for as little as 72 hours. If the <br />good/commodity is on price agreement a purchase order is all that is required. <br />SERVICES - Services costing between $5,000 and $25,000 will require a personal certification <br />form and must be reviewed by purchasing. You will need to: <br />1. Submit a scope of work along with the rate of pay (hourly or by task) that we will be paying <br />the vendor. <br />2. Justify that what we are paying the vendor is fair and reasonable. <br />3. Include the time frame we will be paying the vendor, such as the vendor will submit invoices <br />on a monthly basis describing tasks that have been completed. <br />Upon approval of the project manager, the invoice will be paid.