Chapter 2.32
PURCHASING AGENT
Sections:
2.32.010 Purpose.
2.32.020 Definitions.
2.32.030 Purchasing agent—Office established.
2.32.040 Recycling policy.
2.32.050 Purchasing agent—Duties.
2.32.060 Bids required when.
2.32.070 Dispensing with bids.
2.32.080 Call for formal bids.
2.32.090 Publication of bids.
2.32.100 Opening bids.
2.32.110 Awarding or rejecting bids.
2.32.120 Contract execution.
2.32.130 Prior disclosure of bids.
2.32.140 Requests for proposals, quotations and qualifications.
2.32.150 Compliance with state codes.
2.32.160 Sufficient funds required.
2.32.170 Emergency purchases.
2.32.180 Purchase through contract.
2.32.190 Conformance to specifications.
2.32.200 Acceptance of gratuities prohibited.
2.32.210 Inspection of delivered purchases.
2.32.220 Surplus pool.
2.32.230 Sale of surplus personal property.
2.32.240 Dispensing with public sale procedures.
2.32.250 Sale or lease of real property.
2.32.260 Public access to records and regulations.
2.32.265 Purchases made contrary to provisions.
2.32.270 Public works contract.
2.32.272 Informal bidding procedure for public works contracts.
2.32.274 Emergency contracts.
2.32.276 Determination of irresponsible bidder.
2.32.278 Prebid meetings.
2.32.279 Supplies, services and equipment purchasing and replacement procedures supplies and equipment purchases.
2.32.010 Purpose.
The purpose of this chapter is to establish the office of purchasing agent in Alpine County and thereby secure for the taxpayers the advantages and economies which will result from centralized control over the expenditures of county funds for supplies, materials, equipment and contractual services, from the application of modern business-like methods to such expenditures and from better utilization of the articles procured at public expense. (Ord. 557 § 2, 1993)
2.32.020 Definitions.
“Bid” means an offer, as a price quotation, specifically given to the county upon its request or invitation to bid, usually in competition with other vendors.
“Bidder’s list” means a current file of suppliers of commodities commonly purchased for county use.
“Board” means the Alpine County board of supervisors.
“Contractual services” means any and all telephone, gas, water, electric light and power services; the rental of equipment and machinery and all types of agreements under which the contractor provides services required by the county but not furnished by its own officers or employees. All contracts must be approved by the board prior to the initiation of the services unless a department head is expressly authorized to contract by law.
“Formal bid” means a written bid secured for the county by advertising, and delivered to the county in a sealed envelope and opened publicly at a specified time and date, either in a regular open board meeting for selection by the board, or as otherwise designated by the board. Issuance of formal bids must be approved by motion of the board.
“Informal bid” means a bid, usually in the form of a telephone quotation, mail or facsimile transmission, from at least three sources, with adequate notes maintained to verify the informal bid process, and referred to the purchasing agent and department head for selection. Informal bids may be initiated by the department head as long as the supply, service or fixed asset is budgeted and does not exceed the monetary limitations for informal bids.
“Local bidder” means a firm or an individual who regularly maintains a place of business and transacts business in, or maintains an inventory of merchandise for sale in, or, adjacent to, the county.
“Responsible bidder” means a bidder who submits a responsible bid; who has furnished, when requested, information and data to prove that his financial resources, production or service facilities, service reputation and experience are adequate to make satisfactory delivery of the supplies, materials, equipment or contractual services on which he bids, and who has not violated or attempted to violate any provisions of this chapter.
“Request for proposal” or “RFP” means a proposal submitted to the county in response to advertising for a particular project or service and delivered to the county for review as to the overall accomplishment of the project or service. RFPs may be either sealed or open and may be submitted to either the board or the department, depending on the monetary limits of the project. RFPs under the informal bid limits may be initiated by the department head as long as the project cost is budgeted and does not exceed the monetary limitations for informal bids. RFPs for projects in excess of the informal bid limits must be approved by the board prior to issuance. Informal RFPs may be in the form of a telephone quotation, mail or facsimile transmission, from at least three sources, with adequate notes maintained to verify the RFP process.
“Request for qualifications” or “RFQ” means a description of a proponents ability and qualifications to perform a particular service, submitted to the county in response to advertising for that service, and delivered to the county for review as to the overall ability to perform the specified service. RFQs are open and may be submitted to either the board or the department, depending on the monetary limits of the service: RFQs under the informal bid limits may be initiated by the department head as long as the service is budgeted and does not exceed the monetary limitations for informal bids. RFQs for services in excess of the informal bid limits must be approved by the board prior to issuance. Informal RFQs may be in the form of a mail or facsimile transmission, from at least three sources, with adequate notes maintained to verify the RFQ process.
“Request for quotation” means a price quotation submitted to the county in response to advertising for a particular item and delivered to the county for review as to the overall cost and quality of the item. A quote may be either sealed or open and may be submitted to either the board or the department, depending on the monetary limits of the project. Quotes under the informal bid limits may be initiated by the department head as long as the item cost is budgeted and does not exceed the monetary limitations for informal bids. Quotes for items in excess of the informal bid limits must be approved by the board prior to issuance. Informal quotes may be in the form of a telephone quotation, mail or facsimile transmission, from at least three sources, with adequate notes maintained to verify the quote process.
“Supplies, material, equipment and services” means any or all articles or things which shall be furnished to, or used by, any department or agency of the county. (Ord. 557 § 5, 1993)
2.32.030 Purchasing agent—Office established.
Pursuant to the provisions of Section 25500 of the Government Code of the state, the office of purchasing agent of the county is established. (Ord. 557 § 4, 1993)
2.32.040 Recycling policy.
It is the express policy of Alpine County that county purchases of all supplies, materials and other appropriate articles will be of recycled material as a first source priority, given the limitations of comparable cost. In addition, all such purchases will be of recyclable material whenever feasible. The purchasing agent will develop and maintain a source listing of suppliers and markets for recycled and recyclable products. (Ord. 557 § 3, 1993)
2.32.050 Purchasing agent—Duties. The purchasing agent will:
A. Have the duties and powers prescribed by laws of the state relating to county purchasing agents, this chapter and by resolution of the board of supervisors;
B. Be the head of the purchasing department;
C. Furnish the board of supervisors such reports and information as the board may require;
D. Establish methods and procedures for the efficient and economical functioning of the purchasing department;
E. Purchase for the county all materials, supplies, furnishing, equipment, other personal property and services in amounts of four thousand dollars or less, and submit for award, through formal or informal bid procedures, or RFP, RFQ or quote process, all such purchases over four thousand dollars.
1. Except as otherwise provided in this chapter, purchase of personal property by any person other than the purchasing agent or his designated representative will not be binding upon the county or constitute a lawful charge against any county funds with exceptions as outlined in subsections (F) and (J) of this section, and as follows:
a. The purchasing agent may, and where legally required to do so, will, authorize any county department to purchase or contract supplies, materials, equipment or contractual services, independently of the county purchasing agent’s office, but such purchase or contracts shall be made in conformity with the applicable provisions of this chapter. The board of supervisors may rescind such authorization to purchase independently, by written notice to the county department unless otherwise prohibited by law,
b. All purchases of supplies, material, equipment and services in excess of the informal bid monetary limits or not specifically approved by the board during the annual budget process will be reviewed by the purchasing agent for conformity with the provisions of this chapter and with county budgetary and auditing requirements prior to the entry into any obligation on behalf of the county;
F. Rent for the county and its departments all personal property with the exception of road equipment and machinery which the road commissioner is authorized by law to rent for county use;
G. Negotiate and execute for the county as lessee, rentals of real property which the county may require;
H. Engage independent contractors to perform sundry services for the county and the offices thereof with or without the furnishing of material where the aggregate does not exceed the amount set forth in Section 25502.3 of the Government Code; provided, however, that this will not apply to contracts for professional and/or expert services contracted directly by the board of supervisors or county department heads authorized to do so, contracts for other services which by law some other officer or body is specifically charged with obtaining or when exempt by law or specific order of the board;
I. Engage independent contractors to repair any of the buildings or structures mentioned in Section 20150.2 of the Public Contract Code and purchase furnishings, materials and supplies for use in such construction or repair where the aggregate cost of all furnishings, materials, labor and supplies for use of such construction does not exceed the amount set forth in Section 20150.4 of the Public Contract Code;
J. Employ independent contractors to perform work on county highways as provided in Section 1074 of the Streets and Highways Code of the state; or may authorize the director of public works to do so;
K. Sell, by auction, bid or other allowable process, any personal property belonging to the county and found by the board not to be required for public use; or may, when purchasing personal property, accept advantageous trade-in allowance for such property not further required for public use;
L. Transfer surplus personal property of the county from one department, including volunteer departments providing public services, to another. Such transfer will be made only with the approval of the heads of both the donating and the receiving departments. The purchasing agent will maintain a pool of extra equipment and will make it available to any department having a need;
M. Lease real property belonging to the county by means of the alternative procedures set forth in Government Code Section 25537, et seq., as amended, upon resolution of the board of supervisors noticing its intention to lease said real property pursuant to said alternative procedures. This procedure requires that the board of supervisors either accept the highest proposal for a proposed lease submitted in response to a call for bids or reject all bids. (Ord. 557 § 6, 1993)
2.32.060 Bids required when.
The procedure for purchase or letting a contract for furnishing supplies, materials or equipment to the county in excess of four thousand dollars and such other contracts and sales as the board of supervisors may designate will be by formal or informal bid. The procedure for letting a contract for services will be by formal or informal bid when the estimated amount of the contract is in excess of the amount specified in Section 24402.4 of the Public Contract Code, currently four thousand or greater by informal bid, to ten thousand or greater by formal bid. (Ord. 557 § 7, 1993)
2.32.070 Dispensing with bids.
The board may dispense with the bidding procedures required by this chapter and may make the purchase or contract with any firm or person on such terms as it deems advisable, when and if the board finds, by a vote of at least four members of the board, that competitive bidding would not be in the public interest because of emergency, or because of the unique nature of the property or service required, or because the purchase or contract is made through another agency which has undergone a comparable bid process, or exchange of a specific item is from another public entity, pursuant to Government Code Section 25365, or in any case when bidding is not required by law. (Ord. 557 § 8, 1993)
2.32.080 Call for formal bids.
The board will, by motion, direct the purchasing agent to publish a call for formal bids stating the general nature of the items to be supplied, where specifications and bid forms are available, and the date, time and place that bids will be opened. No bids will be accepted after the precise date and time specified for submission. (Ord. 557 § 9, 1993)
2.32.090 Publication of bids.
The call for formal bids will be published at least once in a legal publication for the county, at least ten days prior to the date fixed for opening bids; and as is otherwise required by law. (Ord. 557 § 10, 1993)
2.32.100 Opening bids.
At the time fixed for opening formal bids, the board of supervisors or designee will publicly open the bids received and announce the name of each bidder. The purchasing agent will return unopened any bid received after the time fixed for opening bids with the notation that the bid is unacceptable because it was not filed in a timely manner. (Ord. 557 § 11, 1993)
2.32.110 Awarding or rejecting bids.
A. During the regular board meeting specified for the opening or awarding of the bids, the board will consider the bids received and will either
1. Reject all bids;
2. Award the contract to the lowest responsible bidder, or
3. Continue the matter until the next regular meeting or at such date as the board may determine.
B. The board will consider the quality of the items offered and their conformity to the specifications, transportation charges, delivery, discount terms and conditions attached to the bid, and any information required to prove the bidder’s responsibility. (Ord. 557 § 12, 1993)
2.32.120 Contract execution.
After awarding the bid, and before performance by the successful bidder, a written contract may be executed by the board on behalf of the county and the successful bidder, as deemed appropriate by circumstances. As a general rule, the submitted bid will serve as a contract with the successful bidder, providing all preceding steps on award of bids have been observed and the official minutes of the board of supervisors reflect the action taken by the board. (Ord. 557 § 13, 1993)
2.32.130 Prior disclosure of bids.
Any disclosure or acquisition by a competitive bidder of the contents of any bid, prior to the opening of the bid, may render proceedings void and may require readvertising for bids. (Ord. 557 § 14, 1993)
2.32.140 Requests for proposals, quotations and qualifications.
Except as is specified or is otherwise required, the provisions for the bid process will apply to the issuance and award of requests for proposals, quotations and qualifications. (Ord. 557§ 15, 1993)
2.32.150 Compliance with state codes.
Notwithstanding anything in this chapter to the contrary, the county will employ bidding procedures on public projects in accordance with Section 20150, et seq., of the California Public Contract Code. (Ord. 557 § 16, 1993)
2.32.160 Sufficient funds required.
No purchase will be made until the department head has insured through the county auditor’s office that sufficient money is available in the proper budgeted fund of that department to pay for the purchase. Board approval is required for all contracts, unless authorization to contract is specifically provided to a department head by law. (Ord. 557 § 17, 1993)
2.32.170 Emergency purchases.
A. Emergency purchases may be made by any person or official authorized to purchase, and the item or items so purchased are immediately necessary for the continued operation of the office or department involved or are immediately necessary for preservation of health, life or property. Such emergency purchases will be subsequently confirmed by the purchasing agent or the board of supervisors.
B. Unless such purchases are so approved and confirmed by either the purchasing agent or the board, the costs thereof will not constitute a legal charge against the county. (Ord. 557 § 18, 1993)
2.32.180 Purchase through contract.
When deemed advisable, the board may contract with one person or firm to supply all the needs of the county or specified department or departments thereof for designated items for a stated period of time. Board approval is required for all contracts, unless authorization to contract is specifically provided to a department head by law. (Ord. 557 § 19, 1993)
2.32.190 Conformance to specifications.
All purchases of personal property will conform to any specifications set by policy of the board, including, but not limited to, vehicles, office machines, communication equipment and computer hardware and software. The purchasing agent will provide information regarding specifications set by policy upon request by departments. (Ord. 557 § 20, 1993)
2.32.200 Acceptance of gratuities prohibited.
The acceptance of gratuities in the form of cash, merchandise or any other thing of value by an officer or employee of the county from a vendor or contractor is prohibited. No county officer or employee will be financially interested in any business transaction including, but not limited to, any purchase, lease or contract for real or personal property or for services, made by them in their official capacity, or while representing their office or department in any manner, or by any body or board of which they are members, except as provided by Government Code Section 1091, et seq. Violation of these provisions may be cause for disciplinary action. (Ord. 557 § 21, 1993)
2.32.210 Inspection of delivered purchases.
Department heads receiving merchandise deliveries from a vendor will be responsible to inspect such merchandise without delay and report to the vendor insufficient specifications or damage in shipment. The receiving department head may request the assistance of the purchasing agent in making such inspections. (Ord. 557 § 22, 1993)
2.32.220 Surplus pool.
When any item of personal property is no longer needed in an office or department, such facts will be reported to the purchasing agent who may transfer such items to a surplus pool and whenever any office, department or institution is in need of an article which has been placed in such surplus pool or has requisitioned the purchase of a similar article, the purchasing agent may transfer the article to such department. (Ord. 557 § 23, 1993)
2.32.230 Sale of surplus personal property.
After determination by the board of supervisors that any personal property belonging to the county is no longer required for public use, the purchasing agent will advertise the sale of said property by means of the publication requirements set forth in law and further will post notices of sales of surplus property for not less than five business days preceding the day of sale in the County Courthouse, County Administration Building and Markleeville Post Office. (Ord. 557 § 24, 1993)
2.32.240 Dispensing with public sale procedures.
The board may dispense with public sale procedures required by this chapter and may sell such personal property belonging to the county determined to no longer be required for public use, on such terms as it deems advisable, when and if the board finds, by a vote of at least four members of the board, that public sale requirements should be waived because of emergency, or because of a transfer or exchange pursuant to Government Code Section 25365; or, by a unanimous vote of the members of the board, that the property does not exceed the value set in Government Code Section 25363; or when public sale procedures are not required by law. (Ord. 557 § 25, 1993)
2.32.250 Sale or lease of real property.
Sale or lease of real property belonging to the county will comply with all statutory requirements and may be taken under any statutory authority providing for the sale or lease of such property. (Ord. 557 § 26, 1993)
2.32.260 Public access to records and regulations.
The location of purchasing rules and regulations developed pursuant to the provisions of this chapter will be in the office of the purchasing agent of the county. Formal and informal bid, RFP, RFQ and quote documents, tabulations and backup material, will be maintained in the department which receives them on behalf of the county and will be open and available for perusal by all members of the public and county departments. (Ord. 557 § 27, 1993)
2.32.265 Purchases made contrary to provisions.
If any office, department or agency purchases or contracts for any supplies, materials, equipment or contractual services contrary to the provisions of this chapter, such purchase or contract is void and of no effect.
The head of the office, department or agency making such purchase transaction will be personally liable for the amount of such purchase or contract and if already paid out of county funds, the amount thereof may be recovered in the name of the county, in an appropriate action. (Ord. 557 § 28, 1993)
2.32.270 Public works contract.
A. Formal Bids and Contracts for Public Works Contract.
1. Public projects of twenty-five thousand dollars or less contained in the approved budget may be performed by county employees, by negotiated contract or by purchase order as approved by the director of public works.
2. Public projects of one hundred thousand dollars or less contained in the approved budget may be let to contract by informal procedures as set forth below as approved by the director of public works.
3. Public projects of more than one hundred thousand dollars shall, except as otherwise provided in this article, be let to contract by formal bidding procedures and approved by action of the board of supervisors.
B. Notice Inviting Bids—Contents. Notice inviting formal bids shall state the rime and place for the receiving and opening of sealed bids and distinctly describe the project. The notice shall be published at least fourteen calendar days before the date of opening the bids in a newspaper of general circulation, printed and published in the county; or if there is no newspaper printed and published within the county, in a newspaper or general circulation which is circulated within the county, or if there is not newspaper which is circulated within the county, publication shall be by posting the notice in at least three places within the county as have been designated by the county as places for the posting of its notices. The notice inviting formal bids shall also be mailed to all construction trade journals specified in public contract code section 22036. The notice shall be mailed at least thirty calendar days before the date of opening the bids.
C. Published Notice. All notices inviting formal bids shall be published in a newspaper of general circulation or as otherwise set forth above. The first publication shall be not less than fourteen working days prior to the date of opening bids.
D. Bidder’s List. The purchasing agent or designee shall also solicit sealed bids from all responsible prospective bidders whose names are on any county maintained bidder’s list or who have made written request that their names be added thereto.
E. Bidder’s Security. When deemed necessary by the board, bidder’s security may be required in the notice inviting formal bids. Bidders shall be entitled to return of bid security; provided, that a successful bidder shall forfeit his bid security upon his refusal or failure to execute the contract within ten days after the notice of award of contract has been mailed, unless in the latter event the county is solely responsible for the delay in executing the contract. The board of supervisors may, on refusal or failure of the successful bidder to execute the contract, award it to the next lowest bidder.
If the board of supervisors awards the contract to the next lowest bidder, the amount of the lowest bidder’s security shall be applied to the contract price differential between the lowest bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder. If the board of supervisors rejects all bids presented and readvertises, the amount of the lowest bidder’s security may be used to offset the cost of receiving new bids.
Security may be waived on non-formal bids, where no payment will be made until a notice of completion has been filed and lien releases have been obtained from all or any subcontractors and materialmen.
F. Bid Opening Procedures. Sealed written bids shall be submitted to the purchasing agent or designee and shall be identified as “bids” on the envelope. Bids shall be opened in public at the time and place stated in the public notices. A tabulation of all bids received shall be open for public inspection during regular business hours for a period of not less than twenty calendar days after the bidding opening.
G. Rejection of Bids—Options—No Bids.
1. In its discretion, the board may reject any bids presented. If after the first invitation of bids all bids are rejected, after reevaluating its cost estimates of the project, the county shall have the option of either of the following:
a. Abandoning the project or readvertising for bids in the manner described by this article.
b. By passage of a resolution by a four-fifths vote of the board, declaring that the project can be performed more economically by the employees of the county, may have the project done by force account without further complying with this article.
2. If a contract is awarded, it shall be awarded to the lowest responsible bidder. If two or more bids are the same and the lowest, the public agency may accept the one it chooses.
3. If no bids are received through the formal or informal procedure, the project may be performed by the employees of the county by force account, or negotiated contract without further complying with this article.
H. Plans, Specifications and Working Details. Prior to soliciting formal bids, the director of public works or his designee shall produce and present for board adoption plans, specifications and working detail upon which bids are to be based. (Ord. 637 § 1 (part), 2001)
2.32.272 Informal bidding procedure for public works contracts.
A. The director of public works shall maintain a list of qualified contractors, identified according to categories of work. Minimum criteria for development and maintenance of the contractors list shall be those required by the state of California.
B. All contractors on the list for the category of work being bid or all construction trade journals specified in Public Contracts Code section 22036, or both all contractors on the list for the category of work being bid and all construction trade journals specified in section 22036, shall be mailed a notice inviting informal bids unless the product or service is proprietary.
C. All mailing of notices to contractors and construction trade journals pursuant to subsection B of this section shall be completed not less than ten calendar days before bids are due.
D. The notice inviting informal bids shall describe the project in general terms, how to obtain more detailed information about the project, and state the time and place for the submission of bids.
E. The board of supervisors hereby delegates to the director of public works the authority to award informal contracts under this section.
F. Hall bids are in excess of one hundred thousand dollars, the board of supervisors may, by passage of a resolution by a four-fifths vote award the contract, at one hundred ten thousand dollars, or less to the lowest responsible bidder, if it determines the engineer’s estimate of the project cost was reasonable. (Ord. 637 § 1 (part), 2001)
2.32.274 Emergency contracts.
A. In cases of emergency when repair or replacements are necessary, the board of supervisors may proceed at once to replace or repair any public facility without adopting plans, specifications, strain sheet or working details or giving notice for bids to let contracts. The work may be done by day labor under the direction of the board, by contractor or by a combination of the two.
B. In case of an emergency, if notice for bids to let contracts will not be given, the county shall comply with Chapter 2.5 (commencing with Section 22050) of the Uniform Public Construction Cost Accounting Act. (Ord. 637 § 1 (part), 2001)
2.32.276 Determination of irresponsible bidder.
A. A bidder may be found to be irresponsible with regard to all bidding procedures under this chapter, and his bid may be rejected upon determination that any or all of the following circumstances exist:
1. That a bid submitted by a bidder did not strictly conform to the required bid specifications; provided, that the board of supervisors or bid coordinator shall have the authority to waive nonsubstantial deviations from such specifications.
2. That a bidder has demonstrated, through documented past performance in the industry or through prior dealings with the county, that he is unable to satisfactorily meet the responsibilities required of a successful low bidder.
3. That a bidder’s project has been demonstrated, through documented past performance in the industry or through prior use by the county, to be incapable of satisfactorily meeting the accepted demands to be placed upon such product.
B. Determination of irresponsibility of a bidder shall be made by the board of supervisors in any formal bid process requiring supervisors’ award of contract.
C. If any informal bid process where it appears irresponsibility of the bidder may be present, the purchasing agent shall, in consultation with the county counsel, review the bidder’s qualifications and the reason or reasons for which they believe the bidder shall be disqualified from consideration on the subject bid, and the purchasing agent shall, on the next available board of supervisors’ agenda, request that the board of supervisors make a formal determination as to the bidder’s irresponsibility. In the event the board of supervisors finds a bidder to be irresponsible, the bidder shall be excluded from future bidding procedures until such time as the bidder has obtained consent from the board of supervisors to resume his active status to bid.
D. Requests for reinstatement for active bidder status may be made no sooner than one year following the determination that a bidder has been irresponsible. All such requests shall be made directly to the board of supervisors that the bidder’s status should be reinstated for future bids. (Ord. 637 § 1 (part), 2001)
2.32.278 Prebid meetings.
With regard to both formal and informal bidding processes, prospective bidders may be required to attend a prebid conference and/or site visit to avoid miscommunication and ambiguities. A written addendum shall be used to address any clarifications issued as a result of the meeting. (Ord. 637 § 1 (part), 2001)
2.32.279 Supplies, services and equipment purchasing and replacement procedures supplies and equipment purchases.
A. A purchase order procedure for use by the county may be established by resolution of the board of supervisors.
B. County departments may purchase fixed assets of up to two thousand dollars in value without board approval. This amount may be raised from time to time by motion of the board of supervisors without amendment of this section.
C. Routine purchases of supplies and office equipment, which are included in the annual budget of the department, may be made by the department without board approval. Such purchases may be made by credit card or open purchase order, as approved by the auditor, so long as the authorized amount to be charged does not exceed one thousand dollars at any one time.
D. Contracting for Services. Contracts for professional and specialized services of up to five thousand dollars may be executed by individual departments on a negotiated basis where the service has been approved in the annual budget. Service contracts for amounts between five thousand dollars and twenty-five thousand dollars which have been approved in the annual budget and for which the board has approved circulation of a request for proposals, may be awarded by the department utilizing the services so long as the selection criteria established by the board have been met. All service contracts in an amount greater than twenty-five thousand dollars shall be awarded by the board. (Ord. 637 § 1 (part), 2001)