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The inability to obtain more than one bid, price quote or proposal shall not prohibit the approval of <br />a purchase if other prospective vendors or contractors have been given adequate notice of the procurement <br />and an opportunity to participate, and have declined to submit bids, proposals or price quotes. The <br />declination to submit need not be in writing. <br />III. PROCUREMENT ADMINISTRATION <br />A. EFFICIENCY REVIEW <br />The County Administrator, other authorized representative or employee who approves each <br />purchase shall review the proposed procurement to avoid unnecessary or duplicative items. In order to <br />obtain a more economical, efficient or effective purchase, consideration shall be given to: <br />a) breaking out or consolidating purchases, <br />b) lease versus purchase alternatives, <br />c) interlocal agreements for purchases or use of common goods, <br />d) use of federal or state surplus property, <br />e) value engineering reviews, <br />f) use of state or federal contracts for materials and/or services. <br />B PERFORMANCE REVIEW <br />Contracts shall specify a contract manager, appointed by the local governing body, to ensure that <br />the contractor performs in accordance with the terms, conditions and specifications of their contract or <br />purchase order. <br />C. RECORDS <br />Appropriate arrangements shall be made for the generation and maintenance of all files, records, <br />and documentation necessary to evidence the compliance with all requirements as delineated in this <br />document. All procurement shall comply with good purchasing practices and with applicable local, state <br />and federal regulations, in a manner consistent with this document. A complete set of records shall be <br />maintained by the entity responsible for the procurement for a minimum of 6 years. See section IB for <br />applicable laws and regulations. <br />4 <br />