The Jessamine County Fiscal Court desires to make all purchases and contracts in a transparent and competitive manner that represents the interest of the Jessamine County taxpayer. To achieve this, the Fiscal Court adopted the Kentucky Local Government Model Procurement Code, KRS 45A.343 through 45A.460 as defined in KRS 45A.010 Purposes and Policies at their August 20, 2019 meeting. The Jessamine County Fiscal Court will make all contracts, leases, or other agreements for the purchase of materials, supplies, or contractual services in conformance with the provisions of the Model Procurement Code.
(A) Purchasing authority. Unless otherwise provided for in this policy, the supervisor, or designee, shall have the authority to purchase or lease products or services within the budget adopted while adhering to the Jessamine County Procurement Policy. All procurement expenditures are subject to audit. Supervisors must sign-off on all single item purchases over $250. The County Judge/Executive or representative must sign-off on all purchases over $1,000.
(B) Purchases exceeding $40,000. As required under KRS 45A.385, all purchase orders or contracts for products or services in excess of $40,000 except those exempted below, must be advertised for sealed bid. Purchases may not be split, parceled, or scheduled over a period of time in order to subvert this requirement. All such bid processes shall be conducted according to the provisions of KRS 424.130 and KRS 424.140 and approved by Fiscal Court. No local preference shall be given in the bid selection process. No employee, contractor, or agent shall participate in the award process if there is a real or apparent conflict of interest.
(C) State contract pricing. The Fiscal Court may purchase products and services outside of the bidding process if those products and services meet the specifications of price contracts awarded by the state Finance and Administration Cabinet. The supervisor, or designee, must provide the County Treasurer with a copy of the master agreement prior to the issuance of a purchase order.
(D) Competitive bidding exemptions. The following purchases are exempt by law or finance and administration policy from competitive bidding. However, the Fiscal Court may elect at any time to solicit bids or proposals for purchase of exempt products and services in order to obtain the best value for Jessamine County.
(1) Contractual services where no competition exists, such as electrical energy, telephone service, and other public utility services (see KRS 45A.095 and 45A.380(2)).
(2) Contractual services of a licensed professional, such as attorney, physician, psychiatrist, CPA, nurse, or specialist, technician, provided, however, that this provision shall not apply to architects or engineers providing construction management services rather than professional architect or engineer services, when a written determination has been made that competition is not feasible (see KRS 45A.380).
(3) Rates fixed by law or ordinance (see KRS 45A.090).
(4) Cooperative purchases made between state agencies, political subdivisions, state universities, agencies of other states, or agencies of the federal government (see KRS 45A.300 and 45A.420).
(5) A product or service for which there is only one known capable supplier as occasioned by the unique nature of the requirement, supplier, or market condition (see KRS 45A.380(2)).
(6) Contracts for group life insurance, group health and accident insurance, group professional liability insurance, worker's compensation insurance, and unemployment insurance (see KRS 45A.380).
(7) A product or service made necessary by an emergency which will cause public harm as a result of the delay in competitive procedures (see KRS 45A.380).
(E) Purchases less than $40,000. Purchases of products and services less than $40,000 but more than $30,000 may be made in the open market, without newspaper advertisement. Such purchases shall, whenever possible, be based on at least three competitive written proposals or ascertained from vendor's price lists or other quote information. Award shall be made to the supplier offering the best value.
(F) Purchases less than $30,000. Purchases of products and services less than $30,000 may be made without competitive proposals but shall be made with attention to the lowest possible cost, consistent with the needs of the Fiscal Court with regard to durability, performance, delivery, and service. Supervisors must sign-off on all single item purchases over $250. The County Judge/Executive or representative must sign-off on all purchases over $1,000.
(Ord. passed 8-15-2023)