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ORANGE COUNTY <br />CONSERVATION CORPS <br />Services and items less than $500: <br />Comparisons of prices, quality, and features can be made by visit, telephone, or by consulting <br />advertisements and catalogues (including the Internet). All purchases must be made within <br />budget guidelines. Written authorization (purchase request approval) and sales receipt <br />confirming payment must be kept on file. <br />Services and items (including Prepaid cards) costing less than $500 (routine purchases): <br />a) A designated staff member shall identify two or three vendors who offer discount or <br />competitively priced supplies. Staff shall routinely "shop" those vendors, looking for the <br />best overall price on each order — though not necessarily on an item -by -item basis. <br />Recommended once each year, the staff shall determine which two or three vendors in <br />the area offer the most competitive prices. <br />b) Nothing in the paragraph above shall prevent staff from taking advantage of lower prices <br />from other vendors whenever better prices are available. <br />c) When possible, staff shall attempt to negotiate discounts for large volume purchases, <br />and should inquire about discounts for paying cash. <br />d) All purchases must be made within budget guidelines. Written authorization and sales <br />receipt confirming payment must be kept on file. <br />Services and items (including prepaid cards) costing more than $500 (infrequent purchases): <br />a) A designated staff member shall obtain written quotes, interviewing, screening or <br />advertisements from three vendors whenever possible. Notation of the process should <br />be documented. Purchase decisions shall be made on the basis of the most <br />advantageous purchase for OCCC, based on the above priorities. <br />b) Nothing in the paragraph above shall prevent staff from taking advantage of lower prices <br />from other vendors whenever better prices are available. <br />c) When possible, staff shall attempt to negotiate discounts for large volume purchases, <br />and should inquire about discounts for paying cash. <br />d) All purchases must be made within budget guidelines. Written authorization and sales <br />receipt confirming payment must be kept on file. <br />Sole Source Procurement <br />The use of a sole source supplier is discouraged, and requires authorization of the Chief <br />Financial Officer or Chief Executive Officer. Requests for sole source procurement must include <br />the reason for the lack of competitive information and justification for the selection. <br />C. Authorization <br />a) Staff Authorization: The Chief Executive Officer may, at his or her discretion, give one or <br />more staff members purchase authority for purchases. <br />b) Funds for all purchases must appear in the current board -approved budget. <br />D. Unauthorized Purchases <br />