(A) The agency, department, or person requiring supplies, services, or construction shall submit to the purchasing officer a written request containing specifications and quantities desired.
(B) The purchasing officer shall determine the need for items requested, the approximate cost and whether or not the expenditure is provided for in the budget.
(C) If bidding is required by statute or by order of Fiscal Court, the Judge/Executive or the purchasing officer shall place an advertisement in the newspaper of largest circulation in the county at least once not less than seven nor more than 21 days before bid opening. The advertisement shall include the time and place the bids will be opened, and the time and place where the specifications may be obtained.
(D) If the durability of the product, the quality of service, or other factors are to be considered in bid selection, such factors shall be stated in the advertisement.
(E) The Judge/Executive shall open all bids publicly at the time and place stated in the advertisement; and shall select the lowest and best bid by a qualified bidder. If the lowest bid is not selected, the reasons for the selection shall be stated in writing.
(F) The Judge/Executive shall submit the bid selected to the Fiscal Court for approval and thereafter shall notify, in writing, all bidders of the award.
(G) The Judge/Executive shall sign the contract, if one is used, and shall issue a purchase order to vendors and retain two copies.
(H) When items are delivered, the invoice shall be placed in a file by vendor’s name; when payment is made, one copy of the purchase order shall be placed in the vendor’s file and one filed in numerical order with other paid purchase orders.
(I) The purchasing officer shall enter the amount of the expenditure in the purchases ledger.
(Prior Code, § 22.102) (Ord. passed 6-13-1994)