(A) Small purchase procedures are hereby determined to be the procedures to be followed and used for any purchase by any agency, employee, or elected official of the county, which purchase shall be paid for out of the county budget as approved by the Fiscal Court, and which purchase of a single item or aggregate thereof in any fiscal year, is not expected to exceed $10,000. Purchases as used in this section, shall include but not be limited to supplies, services, construction, or any other item. This section shall also include training sessions, seminars, meetings, and conventions that pertain to county functions and the related expenses for those items.
(B) The County Judge/Executive, or his or her designee, shall be the person responsible for performance and administration of the small purchase procedure for county government. SMALL PURCHASES are those purchases of from $0.01 to $5,000 for a single item.
(C) For purposes of the small purchase procedure, the County Road Supervisor shall be considered an elected county official for purposes of requesting purchases on behalf of the County Road Department.
(D) No purchase shall be made for an amount that exceeds the sum budgeted and appropriated by the Fiscal Court for such purpose to such elected officials’ office or the County Road Department.
(E) All purchases made from $0.01 to $5,000 shall be credited to the proper budget appropriation.
(F) All purchases within this category shall be from vendors under the commonwealth’s purchasing contracts, or upon an evaluated basis, at the discretion of each county official. Three price quotes shall be obtained from other vendors whenever practical. Where two or more local suppliers offer the same product at substantially the same price, the person designated in charge of procurement may purchase from each on a rotating basis. A purchase order shall be issued by the County Judge/Executive, or his or her designee, prior to any purchase within this category and immediately upon purchase, a copy of the vendor’s invoice shall be delivered to the County Treasurer.
(G) Upon receipt of a requisition signed by a county official, the County Judge/Executive or his or her designee, may issue a purchase order, so long as all other conditions of this procedure have been met. Should the County Judge/Executive or his or her designee decline to issue a purchase order, the Fiscal Court shall be notified at its next meeting. The Court may then review the request and approve or disapprove the purchase order.
(H) All purchases from $5,000.01 to $10,000 will require approval of the County Fiscal Court, prior to the issuance of a purchase order.
(I) No rubber stamps or facsimile signatures shall ever be used. Any such use shall invalidate a purchase order and no claim shall be paid against such purchase order.
(Ord. 215, passed 2-1-1995; Ord. 690, passed 12-19-2023)