WHEREAS Article IV, Section 7 of the Corporate Bylaws empowers the Board of Directors (“Board” or “Directors”) of the Recreation Centers of Sun City, Inc. (“RCSC” or “Corporation”) to adopt Policies (“BP” or “Policies”) not in conflict with the Restated Articles of Incorporation (“Articles”) or the Corporate Bylaws (“Bylaws”).
WHEREAS to minimize inconsistencies, misunderstandings and misinterpretations inherent in verbal instructions, rules and regulations, the Board of Directors has established Board Policies in written form. Such Policies shall be titled, numbered and indexed for easy reference and use.
WHEREAS the Restated Articles of Incorporation and the Corporate Bylaws shall take precedence over Board Policies and that the following Board Policy on Code of Conduct and RCSC Rules and Regulations shall provide instruction, direction and guidelines regarding such and shall remain in effect until such time it is amended or removed by the Board.
NOW, THEREFORE BE IT RESOLVED the Corporation shall adhere to the following policies regarding Bid Procedures:
A. Request For Proposal (“RFP”)
1. To protect RCSC from being inaccurately represented, only Management can prepare a RFP and submit it to qualified bidders.
2. To protect qualified bidders, information contained in a RCSC RFP will not be released to any individual or company that is not a qualified bidder.
B. Management
1. Management shall implement bid procedures that will ensure both fairness for suppliers and contractors, and the procurement of goods and services of optimum quality at competitive costs.
2. Management shall attempt to secure three (3) competitive bids from contractors for each trade used for any one project. Where a specific contractor is preferred due to prior performance, specialized services or quality of work, RCSC Management may designate a contractor provided a periodic review of their rates and services are/have been conducted to ensure competitive performance and industry pricing. All bids shall be obtained from licensed, bonded and insured contractors/suppliers. If Management selects a bid which is higher than the lowest bidder, Management shall include written justification within the bid packet for their selection decision.
3. For projects of $100,000 or more, the Construction Management At Risk (CMAR) process may also be used, where a General Contractor is designated by RCSC Management and the Board of Directors. RCSC Management and the General Contractor will then review and choose all Sub-Contractors for the project.
4. Except in emergency situations, Management shall submit all bids over twenty five thousand dollars ($25,000) for Preservation and Improvement projects, Capital projects and Repair & Maintenance projects to the Bid Review and Approval Commission (“Commission”) for processing and signature.
5. If subsequent costs exceed the original estimate or price as stated I the bid proposal, the increased costs must be submitted on a Project Change Request form. Total cost of change and information as to from where the funds are to be made available must be on the change order. Change orders must be submitted to the Commission for processing and signature.
6. Management may approve all bids for Capital and Repairs & Maintenance projects under twenty five thousand dollars ($25,000) without consent, review or submittal of a bid pack to the Board or Commission.
C. Bid Review & Approval Commission
1. The President of the Corporation shall serve as Chair of the Bid Review & Approval Commission each year. The President in January of each year shall recommend to the Board three (3) fellow Directors to serve with him/her on said Commission for that calendar year. The Board of Directors shall approve the Directors who will serve with the President on the Commission by majority vote.
2. The Bid Review & Approval Commission shall:
a. Review bids for Preservation and Improvement Projects, Capital projects and Repair & Maintenance projects with a value of $25,000 or more.
b. Approve, by signing the disposition of all bids for Preservation and Improvement projects, Capital projects and Repair & Maintenance projects with a value of $25,000 or more on behalf of the Board of Directors. In the absence of a member of the Commission, another Director may sign on their behalf.
c. Request RCSC legal counsel to review selected bids and contracts.
D. Emergency Bid Procedures
1. Within 24 hours of the emergency, the Bid Review & Approval Commission shall be notified by Management of the existing emergency.
2. As soon as an estimated or firm price is established over $25,000, a bid proposal packet is to be completed. The bid proposal must state from where the funds are to be taken. Copies of the bid proposal packet shall be approved and distributed in the usual manner.
3. Under emergency conditions, Management, along with the President and/or Vice President of the Board, may authorize expenditures without soliciting three (3) bids from suppliers or submitting a bid packet for project approval.
BE IT FURTHER RESOLVED that a copy of this resolution shall be posted on the RCSC website for members and shall be made available to members upon request at no cost.
Adopted and signed this 27th day of March, 2014 at a duly called Board meeting by a majority (5) of the Recreation Centers of Sun City, Inc. Board of Directors.
