(A) The purpose of this purchasing policy is to maximize the purchasing power and value of public funds and to ensure that the purchasing process is conducted in an ethical, fair, open and consistent manner. This policy is intended to promote efficiency, effectiveness, equity, fairness and consistency in public purchasing.
(B) (1) This policy applies to all county offices, departments and employees. The County Commissioners reserve the right to waive the requirements of this policy if, in their sole discretion, such waiver is in the best interest of county government and not in violation of federal, state or local law.
(2) This policy does not apply to purchases made in connection with public works projects or to purchases required by state or federal law to be formally bid.
(C) Prior to purchasing any equipment, materials, supplies or other items costing more than $500 but less than $2,500 the following procedure must be followed:
(1) Obtain and complete a “Request For Purchase Form” which is available in the County Commissioner’s office.
(2) Obtain a minimum of three price quotes from businesses known to sell the item being purchased. Office holders, department heads and employees are encouraged to solicit quotes from local vendors whenever possible.
(3) Turn in the completed Request For Purchases Form indicating the item selected for purchase, all quotes received and the invoice for the purchase to the auditor’s office for payment.
(D) Prior to purchasing any equipment, materials, supplies or other items costing $2,500 or more, the following procedure must be followed:
(1) Obtain at least three written price quotes or proposals from businesses known to sell the item being purchased. Office holders, department heads and employees are encouraged to solicit price quotes or proposals from local vendors whenever possible.
(2) All price quotes or proposals are to be submitted to the County Commissioners office no later than 12:00 noon on Wednesday in order to be considered for approval at the following Monday Commissioners’ meeting.
(3) In order to facilitate processing for payment of an approved purchase, a claim must be submitted to the Auditor’s office (utilizing the VIP software or software being utilized at the time of claim submittal). The claim must be accompanied by the vendor’s invoice, a copy of the Commissioners’ award letter and a copy of the Commissioners’ meeting minutes from the meeting at which the purchase was approved. Minutes may be obtained from the county website homepage under “Meeting Center,” then proceed to “Minutes-Public Meetings” - “Board of Commissioners Minutes.”
(Res. 2020-3, passed 3-23-2020)