(A) Designation of Purchasing Agent. This Board is hereby designated and established as the sole Purchasing Agency for the county to the fullest extent permitted by the Act. This Board, as the county’s Purchasing Agency, also promulgates and adopts the rules and regulations as specified in divisions (I) and (J) below in order to further implement a purchase order system for all purchases of supplies, materials, equipment or other tangible personal property by any officer, employee, board, commission or political subdivision of the county that are subject to the provisions of this section.
(B) Authority to designate a Purchasing Agent. This Board, as the Purchasing Agency for the county, shall have the authority to designate one purchasing agent as provided by the provisions of I.C. 5-22-4-5 and I.C. 5-22-4-6. Such designation may be limited to one or more specific purchases, or may be general and continuing in its terms, at the discretion of the Purchasing Agency.
(C) Approval to make purchases. This Board, as the Purchasing Agency for the county, and any person duly appointed as purchasing agent by such Purchasing Agency, shall approve and/or make purchases of all supplies, materials, equipment or other tangible personal property, and solicit and accept bids for the construction of “public works” or “public improvement” projects as defined under the rules and procedures promulgated and adopted by the Purchasing Agency, this section (including the provision of any other ordinances referred to herein), and any subsequent ordinances adopted by this Board. Except upon subsequent amendment of this section in accordance with the provisions of I.C. 5-22-6 et seq., the provisions of this section, and the jurisdiction of the Purchasing Agency appointed hereunder, shall not in any manner be construed to limit the authority of the executive branch of county government to execute contracts for the purchase of services, provided only that sufficient funds have first been appropriated into a budget line item that may properly be used for payment of any such contract.
(D) Application of ordinance. The provisions of this section shall apply to each and every officer, employee, board, commission and political subdivision of the county, excepting the county hospital in accordance with the provisions of I.C. 5-22-1-2(7).
(E) Amount of purchases requiring Board approval. No county official, employee, board, commission, political subdivision or person purporting to act as an agent of the county shall order, purchase or cause to be ordered or purchased any supplies, materials, equipment or other tangible personal property without the prior approval of the Purchasing Agency if the purchase will require the expenditure of public funds from a fund maintained by the county on approval of a claim by this Board in excess of the amount of $500. A properly appointed Purchasing Agent shall have the authority to complete the ministerial acts necessary to finalize any purchase previously approved by the Purchasing Agency. Travel expenses incurred or to be incurred by any county official, employee, board, commission, political subdivisions or person purporting to act as an agent of the county are subject to the provisions of this section to the extent that such expenses are reasonably expected to exceed $500 during any travel event, regardless of whether such event consists of one or more days.
(F) Personal liability. Any elected official, employee, member of any board or commission, or agent of the county who violates the requirements of this section shall be personally liable for any and all obligations and costs incurred.
(G) Claims presented to Auditor. The Auditor, as the county’s fiscal officer pursuant to the provisions of I.C. 36-1-2-7(1), shall not process nor pay any claim for the purpose of any supplies, materials, equipment or other tangible personal property requiring the prior approval of the Purchasing Agency under the provisions of this section, unless written evidence of such approval by the Purchasing Agency is first received.
(H) Exclusions of purchases. The provisions of this section shall not apply to the purchase of any supplies, materials, equipment or other tangible personal property not exceeding the value of $500, either singularly or in aggregate at the time of any purchase. Nor should this section be construed to in any manner restrict the authority of any officer, employee, board, department, commission or political subdivision of the county that is subject to the provisions herein from exercising their discretion in making a request to purchase any particular supplies, materials, equipment or other tangible personal property, nor in seeking approval for the construction of a “public works” or “public improvement” project as defined under applicable state law provided only that sufficient funds have been appropriated into a budget line item that may properly be used for the payment of such purchases or projects.
(I) Procedures for obtaining purchase order request forms and approval.
(1) Purchase order forms may be obtained from the County Commissioner’s office.
(2) Persons requesting a purchase must first have written verification from the County Auditor that sufficient funds are available in the appropriate fund to pay the subsequent claim.
(3) Vendor numbers should be placed on the purchase order request form, and any new vendor must have a W9 completed before payment can be made. W9s may be obtained in the office of the County Auditor.
(4) Purchase order numbers will be assigned and all invoices for purchases obtained with a purchase order must reflect the purchase order number for payment.
(5) Purchase order requests will be available for public review in the office of the County Auditor.
(6) All quotes and/or bids obtained shall be in accordance with state purchasing laws.
(7) Any procedure listed in this policy is subject to the state purchasing laws and may change accordingly.
(J) Approval of Board. The Purchasing Agency shall grant its approval for any purchase covered by the provisions of this section as evidenced by a written purchase order request signed by at least two members of the Board, or the signature of a purchasing agent designated and authorized by the Board, before any officer, employee, board, commission or political subdivision of the county shall be entitled to obligate the county or otherwise complete any particular purchase.
(Ord. 19-2012, passed 5-10-2012)