Vendor Selections/Contracts Policy:
Members of the Chamber, in good standing, shall always be given first consideration in the purchase of materials or service requirements for the Chamber & Visitors Bureau, with a minimum expenditure amount of $2,500.00 and allowing for emergency procurement to be authorized by the Chair of the Board of Directors and President of the Chamber. If a purchase is for a retail item that will be re-sold, the Chamber may make purchases through wholesale vendors without a bid process.
Favoritism in the selection of vendors is not allowed. Occasional meetings, recreation or entertainment with members and vendors may occur. Excessive entertainment of any sort must be avoided.
Bidding a sufficient number of Chamber members ensures adequate competition and assures that the Chamber is obtaining the best possible value.
Recurring costs, such as employee benefits, utilities, professional fees, etc. do not require annual bidding. That being said, it might be suggested that these items, whenever possible, go out for bid every three years.
Expenditures for a period in excess of 12 months (i.e. leases) require the signature of the current Chairman of the Board as well as the President.
At the beginning of planning for a Chamber & Visitors Bureau project or event, a list will be made of all possible materials and services required and bids will be sent out to all chamber members in the category that would apply with specifics required for member to fairly submit a bid, allowing for emergency procurement as stated above. Members are responsible for making sure they are listed in the appropriate categories in the Chamber database.
The Chamber will not share bid information with one member over another in an effort to meet or beat quotes, and will keep all bid information confidential throughout and after the bid process.
The Chamber will notify those members that submit a bid to inform them of the outcome of the bidding process, within a reasonable period of time.