HomeMy WebLinkAbout750553.tiff RESOLUTION
RE: WELD COUNTY PURCHASING RULES AND REGULATIONS
WHEREAS, it is apparent to the Board of County Commissioners,
Weld County, Colorado, that there is an urgent need for a County Central
Purchasing System, and
WHEREAS, the Board believes it to be in the best interest of the
County.to formulate and adopt rules and regulations pertaining to all pur-
chases by Weld County, and
NOW, THEREFORE, BE IT RESOLVED, by the Board of County
Commissioners, Weld County, Colorado, that the following rules and
regulations shall be adopted as the purchasing rules for Weld County, to-wit:
1. AUTHORITY FOR PURCHASES:
All supplies, services, materials and equipment purchas ed for the
County, both emergency and regular purchases, shall be subject to
prior approval of the Board of County Commissioners.
2. EMERGENCY PURCHASES:
Purchases other than those supplies purchased pursuant to Title 30,
Article 11, Section 109 through 112, CRS 1974, of One Hundred Dollars
($100. 00) or less may be purchased on purchase order forms properly
signed by the Department Head. Such purchases of over One Hundred
Dollars ($100. 00) shall be made on purchase order forms as designated
by the Board of County Commissioners and approved by the duly authorized
purchasing agent and the Chairman of the Board of County Commissioners.
3. ACCOUNTING INSTRUCTIONS:
Requisitions, purchase orders and material received reports must
be properly signed prior to the payment of County purchases. Detailed
procedures to be issued by the County Commissioners and Chief
Accounting Officer.
4. CERTIFICATE OF NECESSITY AND FUNDS:
The Department Head shall certify that all purchases are necessary
for the proper operation of his department, and that funds for same
are available in the current budget.
5. REQUISITION TO PURCHASE:
The purchasing agent shall purchase only those supplies, material
and equipment requested by a using department. He should, however,
keep the Department Heads informed on price changes, deliveries and
other information that would be in the interest of good County operation.
6, QUOTATIONS:
On purchases other than those supplies purchased pursuant to Title 30,
Article 11, Section 109 through 112, CRS 1974, over One Hundred
Dollars ($100. 00) but less than Two Thousand Dollars ($2, 000. 00), the
purchasing agent shall request quotations in writing from three or more
750553
suppliers, if possible, and shall purchase at the lowest and
best quotation, but ONLY with approval of the Board of County
Commissioners. The County shall reserve the right to reject
any and all bids.
7. BIDS:
On purchases other than those suppliers purchased pursuant to Title
30, Article 11, Section 109 through 112, CRS 1974, of Two Thousand
Dollars ($2, 000. 00) or more, the purchasing agent shall advertise
for sealed bids to be opened and read at a time and date as advertised.
The opening date shall not be less than twenty days after the first
advertisement. The County shall reserve the right to reject any and
all bids.
The above and foregoing Resolution was, on motion duly made and
seconded, adopted by the following vote on the 23rd day of July, A. D., 1975.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
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ATTEST:
Weld County Clerk and Recorder
and Clerk to the Board
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Deputy County, rk G
PR P .O V.E� A S TO cFORM__
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County Attorney
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16:1111e. To Department Heads Date July 24, 1975
COLORADO From Commissioners and Director of Management and Budget
Subject: Purchasing Rules and Procedures
This memorandum is written in accordance with a resolution adopted July 23, 1975,
and shall supersede all previous procedures for purchasing of supplies, materials
and equipment. Explanations for the procedure in following the resolution, which
is typed is caps, is for the benefit of all persons purchasing supplies, materials
and equipment for the County of Weld.
AUTHORITY FOR PURCHASES:
ALL SUPPLIES, MATERIALS AND EQUIPMENT PURCHASED FOR THE COUNTY, BOTH
EMERGENCY AND REGULAR PURCHASES, ARE SUBJECT TO APPROVAL OF THE COUNTY
COMMISSIONERS.
1 . It will be noted that this regulation refers only to the purchases
of supplies , materials and equipment. The purchase of contractural
services and similar items do not come within the regular purchasing
rules. The definition, however, of supplies must be a strict one
and the Director of Management and Budget shall reserve the right to
determine border line cases as to whether an item is a contractural
service or one of supplies.
2. Generally, items to be charged to code of expense numbers 12, 13, 14
and 15 are for supplies, materials and equipment.
3. All contractural and other services purchased for the County, both
emergency and regular purchases are subject to approval by the County
Commissioners.
EMERGENCY PURCHASES:
PURCHASES OF ONE HUNDRED DOLLARS ($100.00) OR LESS MAY BE PURCHASED ON
REQUISITION FORMS PROPERLY SIGNED BY THE DEPARTMENT HEAD. PURCHASES OF
OVER ONE HUNDRED DOLLARS ($100.00) SHALL BE MADE ON PURCHASE ORDER FORMS
SIGNED BY THE AUTHORIZED PURCHASING AGENT AND THE COUNTY COMMISSIONERS.
1 . Purchases of $100.00 or less , as emergency or confirming purchases
may be made, but the Department Head must sign the requisition before
forwarding to the Accounting Office for payment. This procedure would
permit deputies, supervisors or foremen to purchase items necessary
for the operation of their department, however, the department head
shall always carry the full responsibility.
Memo to Department Heads -2- July 24, 1975
ACCOUNTING INSTRUCTIONS:
REQUISITIONS, PURCHASE ORDERS AND MATERIAL RECEIVED REPORTS MUST BE
PROPERLY SIGNED PRIOR TO THE PAYMENT OF COUNTY PURCHASES. DETAILED
PROCEDURES TO BE ISSUED BY THE COUNTY COMMISSIONERS AND DIRECTOR OF
MANAGEMENT AND BUDGET.
CERTIFICATE OF NECESSITY AND FUNDS:
THE DEPARTMENT HEAD SHALL CERTIFY THAT ALL PURCHASES ARE NECESSARY FOR
THE PROPER OPERATION OF HIS DEPARTMENT, AND THAT FUNDS FOR SAME ARE
AVAILABLE IN THE CURRENT BUDGET.
1 . The department head shall certify that all purchases are necessary
for the proper operation of the department and that funds are avail-
able in the current budget. If the department head is not sure of
the availability of budgeted funds, he should check with the Director
of Management and Budget prior to issuance of the requisition.
REQUISITION TO PURCHASE:
THE PURCHASING AGENT SHALL PURCHASE ONLY THOSE SUPPLIES, MATERIAL AND
EQUIPMENT REQUESTED BY A USING DEPARTMENT. HE SHOULD, HOWEVER, KEEP
THE DEPARTMENT HEADS INFORMED ON PRICE CHANGES, DELIVERIES AND OTHER
INFORMATION THAT WOULD BE IN THE INTEREST OF GOOD COUNTY OPERATION.
1 . Requisitions shall be initiated and prepared by the department head.
Requisitions shall be in as much detail as necessary, show the proper
account and code numbers, be properly signed by the department head
and include an estimate of the proposed expenditures if it is an order
for goods. If the requisition is for a confirming purchase, it must
include the exact amount of the purchase and the invoices must be
attached.
2. Requisitions must be prepared for all purchases except for payment of
utility bills. Utility companies will be furnished purchase order
forms which they will prepare and send to department heads for approval .
3. The Director of Management and Budget shall serve in the capacity of
department head for the purchase of items to be stored in the mimeograph
office and other storage yards and warehouses. He shall initiate and
process the necessary requisitions.
4. All requisitions for supplies, materials , and equipment shall be forwarded
to the Director of Management and Budget, whereupon he shall proceed to
obtain the necessary quotations or bids. Requisitions for supplies,
materials, and equipment should be submitted well in advance of need
because ten to thirty days ' time will be needed to obtain the necessary
quotations or bids.
Memo to Department Heads -3- July 24, 1975
5. The County Commissioners shall approve, by signing the requisition,
all proposed purchases which exceed $100.00. Purchases of less than
$100.00 shall be processed by the Director of Management and Budget.
6. Proposed requisitions exceeding $100.00 shall be sent to the Office
of the County Commissioners after being properly signed by the depart-
ment head and the Director of Management and Budget, together with all
quotations or bids. After approval by the County Commissioners , it is
returned to the Director of Management and Budget for preparation and
distribution of purchase order copies.
QUOTATIONS:
ON PURCHASES OF OVER ONE HUNDRED DOLLARS ($100.00) BUT LESS THAN TWO
THOUSAND DOLLARS ($2,000.00) THE PURCHASING AGENT SHALL REQUEST QUOTATIONS
IN WRITING FROM THREE OR MORE SUPPLIERS, IF POSSIBLE, AND SHALL PURCHASE
ON THE LOWEST AND BEST QUOTATION UNLESS OTHERWISE APPROVED BY THE COUNTY
COMMISSIONERS.
1 . All supplies , materials and equipment costing over $100.00 shall be
purchased only after a proper requisition has been filed with the
Director of Management and Budget and the necessary quotations or
bids are obtained.
2. The Director of Management and Budget may request the department head
to solicit quotations or bids in an emergency.
BIDS:
ON PURCHASES OF TWO THOUSAND DOLLARS ($2,000.00) OR MORE, THE PURCHASING
AGENT SHALL ADVERTISE FOR SEALED BIDS TO BE OPENED AND READ AT A CERTAIN
TIME AND DATE. THE OPENING DATE SHALL NOT BE LESS THAN TEN DAYS AFTER
THE FIRST ADVERTISEMENT. THE COUNTY SHALL RESERVE THE RIGHT TO REJECT
ANY AND ALL BIDS.
BE IT FURTHER RESOLVED, THAT ALL PURCHASING RULES AND REGULATIONS SHALL
BE IN ACCORDANCE WITH AND IN FULL COMPLIANCE WITH CRS 36-1-9 TO 36-1-12,
AND SHALL BE EFFECTIVE FORTHWITH UNTIL FURTHER ORDER OF THE BOARD.
Purchases from mimeograph, warehouse, or storage yards.
1 . The Director of Management and Budget shall be in charge of all items
stored.
2. When purchasing from mimeograph, warehouse or storage yard, the account
and code numbers must be furnished prior to receiving the material .
3. Departments making this type of purchase shall furnish transportation
as required for delivery of merchandise.
Memo to Department Heads -4- July 24, 1975
4. Other information required by the Director of Management and Budget
for proper accounting of merchandise in and out of inventory shall
be furnished upon notice.
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