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