MyBrandywine

Brandywine Condominium Association


ADMINISTRATIVE PROCURES

EFFECTIVE DATE: July 26, 2023

SUBJECT: COMPETITIVE BIDDING AND APPROVAL LEVEL REQUIREMENTS

NOTE: This Administrative procedure supersedes, in its entirety, the Administrate procedure for pricing on all products and services exceeding $2,500 effective May 21, 2013 and revised March 16, 2016.

ADMINISTRATIVE PROCEDURE

1. All contracts for products and services must be in writing and signed by the President of the Board, or in the President’s absence, the Vice-President, as required by our By-laws.

2. All contracts lashing greater than 12 months or $50,000, must be approved by the Board of Directors and have a minimum of two (2) competitive bids.
3. All contracts lashing greater than 36 months or $100,000, must be approved by the Board of Directors and have a minimum of three (3) competitive bids.

4. All contract extensions, renewals, or continuations, etc. do not require completive bidding if there is no price increase and requires Board approval

5. Written estimates are required for the purchase of all goods and services, except normal maintenance purchases, exceeding $2,500.

6. Purchases of products and/or services under $10,000 do not require a competitive bidding process to be used and a Board vote is not required, if the purchase is recommended by our LCAM and approved by the President and Treasurer of the Board.

7. Purchases of products and/or services from appropriately licensed and qualified contractors, suppliers, etc. between $10,000 and up to $50,000, requires a minimum of two (2) competitive bids be obtained, unless sole-sourcing is specifically approved by the Board President and Treasurer and requires Board approval.

8. Purchases of products and/or services from appropriately licensed and qualified contractors, suppliers, etc. between $50,000 and up to $100,000, requires a minimum of three (3) competitive bids be requested, a minimum of two (2) bids be obtained and requires Board approval.

9. Purchases of products and/or services from appropriately licensed and qualified contractors, suppliers, etc. for $100,000 or more, requires a minimum of three (3) competitive bids be obtained and requires Board approval. The Board may waive, by unanimous vote, a minimum bid requirement for a single procurement of critical products and/or services if, after reasonable documented efforts and due diligence in an effort to comply with this policy, the minimum number of bids cannot be obtained. The Board is not limited in their ability to obtain needed products and services in an emergency as defined in the Bylaws of Brandywine Condominium Association, Inc

Unanimously approved by the Board on 7/20/23


Association address

Brandywine Condominium Association
1398 S. Brandywine Circle
Fort Myers, FL 33919

Phone: 239-481-2326
Fax: 239-481-0744