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RESOLUTION
RE: ADOPTION OF ADMINISTRATIVE MANUAL SECTION ON PURCHASING
POLICIES AND PROCEDURES AND INCORPORATION OF SAID SECTION
IN THE ADMINISTRATIVE MANUAL
WHEREAS, the Board of County Commissioners of Weld County,
Colorado, pursuant to Colorado statute and the Weld County Home
Rule Charter, is vested with the authority of administering the
affairs of Weld County, Colorado, and
WHEREAS, the Director of Finance and Administration has
prepared and presented to the Board of County Commissioners the
amended and restated Purchasing Policies and Procedures, dated
June 1, 1982, and
WHEREAS, the Board of County Commissioners deems it advisable
to adopt the above Purchasing Policies and Procedures section of
the Administrative Manual dated June 1, 1982 , and further, to
incorporate said section into the Administrative Manual.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Com-
missioners of Weld County, Colorado, that the above Purchasing
Policies and Procedures section of the Administrative Manual be,
and hereby are, adopted.
BE IT FURTHER RESOLVED by the Board of County Commissioners
that said section shall be incorporated into the Administrative
Manual and published by the Director of Finance and Administration
for dissemination to all County Departments.
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 14th day of
June, A.D. , 1982 .
��, f) BOARD OF COUNTY COMMISSIONERS
ATTEST: ' ' bt# t �^ 144` A4nd WELD COUNTY, COLORADO
Weld County Clerk and Recorder
and Clerk to the Board ( 15 , `, //, e .,
John T. Martin, Chairman
BY - -7/C_
Deputy County Clerk
APPROVED AS TO FORM: Chuck Carlson, Pro Tem
County Attorney Norman Carlson
a
A; //
C.W. Kirby
e K. Ste iiiiii ark
820831
WELD COUNTY CeMWSSIekEL4
POLICIES AND PkiLED •
<GrI
-1116 Id SectionPurchasing Policies and Procedures ?}j=Y-91982 1'
Subject Table of Contents `C+Rg'ELEy.`Coin
COLORADO Date <.6/1/82 Page 1
TABLE OF CONTENTS
STATEMENT OF POLICY . . . . . . . . . . . 3 5
RELATIONSHIP WITH VENDOR'S REPRESENTATIVES , , , 6
BIDS AND QUOTATIONS , , 7 10
COOPERATIVE PURCHASING 11
PAYMENTS TO VENDORS 12
EXPENDITURES NOT REQUIRING REQUISITIONS . , . 13 - 14
PROCEDURE FOR CONTRACT FOR PERSONAL SERVICES
OR INDEPENDENT CONTRACTOR . . . . . . . .. 15 16
LIMITED PURCHASE ORDERS , . . . . ,. 17 - 19
REQUISITIONS. . . , 1, 20
QUESTIONED PURCHASE REQUISITIONS . • 21
GENERAL INFORMATION FOR REQUISITIONS 22
HOW TO PREPARE A REQUISITION 23 - '24
NOTICE OF 'EMERGENCY PURCHASES. . . . 25
CANCELLATION OR CHANGE TO A REQUISITION. . 26
REGULAR PURCHASE ORDERS 27
RECEIVING PROCEDURES 28 - 29
INVOICE FROM VENDORS_ . . . . . . . . . . 30
PARTIAL RECEIVING TICKET 31
GENERAL INFORMATION 32 33
DAMAGED MERCHANDISE 34
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•
.POLICIES AND PROCEDURES
;� 'Section Purchasing Policies and Procedures
Subject Table of Contents
� s
COLORADO Date 6/1/82 Page 2
PRODUCT STANDARDIZATION.. . . . . . . . . 35
DISPOSAL OF SURPLUS PROPERTY . . .. .. 36 - 37
REQUISITION/PURCHASE ORDER - SUGGESTED
FILING FOR DEPARTMENT. .. . . . .. . . . . .38 -- 39
REQUISITION FOR INTER-COUNTY SERVICES AND SUPPLIES. . 40 - 41
CODE OF ETHICS. . . . . . . . 42
SAMPLES OF FORMS:: 43 - 47
j.t
P 0 L I CI ES AND PROCEDURES
52Ct700- Purchasing Policies and Procedures
E O Subject Statement of Policy
COLORADO Date 6/1/82 Page_-- 3
STATEMENT OF POLICY:
The Local Government Budget Law of Colorado, CRS (1973) Section 29-1-104,
provides that each local government shall adopt an annual "budget. Such
budget shall present a complete financial plan for ,the ensuing fiscal year.
It shall set forth all proposed expenditures for the administration,
operation, and maintenance of -all offices, . : departments, boards,
commissions, and institutions, of -such local government including publicly
owned and operated utilities and enterprises. Section 29-1-111 and Section
14-2 of the Weld County Home Rule Charter provide that before the beginning
of the fiscal year, the Board of County Commissioners shall enact an
ordinance making appropriations for the ensuing fiscal year. The amounts
appropriated for the offices, departments, boards, tcommissions, and other
spending agencies shall not exceed the amount fixed ttherefore in the budget
adopted by the .governing body. , w,
Section 29-1-113 provides that during the fiscal year, no officer,
department, board,, commission, or other spending agency shall expend or
contract to expend;any money, or incur any liability, or enter into any
contract which, by its terms, involves the expenditure of money for any of
the purposes for which provision is made in the -appropriation ordinance
in excess of the amount appropriated in said ordinance for such officer,
department, board, ‘commission, other spending agency, or purpose, for such
fiscal year. Any contract, verbal or written, made in violation of this
section shall be void as to the local government, and no moneys belonging
thereto shall be paid thereon.
Section 29-1-118 provides that any member of the governing body of any
county, or any member, officer, employee, or agent of any department,
board, commission, or other spending agency who 'knowingly or willfully
fails to perform any of the duties imposed upon him by the foregoing
sections of the Colorado Revised Statutes, or who knowingly and willfully
violates any of its provisions is guilty of malfeasance in office, and,
upon conviction thereof, the court shall enter judgement that such officer
so convicted shall be removed from office.
Accurate records of expenditures and encumbrances must be kept by the
Finance Office so that department heads and elected officials can be
informed on a timely basis of expenses and obligations in comparison to the
adopted budget of Weld County. By utilizing a consistent policy of
purchasing procedures, Weld County's elected officials and department heads
POLICIES AND PROCEDURES
if 4
,) '7( Section Purchasing Policies and Procedures
._5
Subject Statement of Policy
R
Date 6/1/82 Page 4
COLORADO
will find it easier to comply with the provisions of the Colorado State
Statutes and Weld County Home Rule Charter.
This manual will provide reference for questions that may arise, and will
assistinrprompt procurement consistent with economy.
The Weld County Home Rule Charter provides that Central Purchasing shall:
Establish,:-'maintain., -.and operate the Central Purchasing Office
for' the, county.. Responsibilities of the Purchasing Office shall
include the purchase., storage and distribution of supplies,
materials; -property,-equipment and inventory pursuant to policies
and procedures eatabl`ished- by the Board and in accordance with
this .Charter: and the laws of the state.
The policy.' of the Purchasing Department in the discharge of these duties
will include, with the assistance of other departments and agencies, the
establishment of reliable and reputable sources of supply, the fostering of
competition, . and good procurement practices consistent with timely
accomplishment of its goals. All negotiations will be conducted on the
highest .level.of business ethics. All contracts with existing or potential
suppliers after submission of a purchase requisition are to be made la or
with the -knowledge and approval of purchasing. While establishing and
maintaining satisfactory supplier relationships, the acceptance or
solicitation of entertainment, loans, gifts, or special considerations by
any Weld County personnel will not be permitted.
Compliance with the provisions of this manual is mandatory. Any provisions
which adversely affect the performance of any department's vital services
shall be immediately called to the attention of the Finance Director.
Should any portion of this manual be in conflict with the State Statutes,
the provisions of the State Statutes shall apply.
It shall be deemed a violation of this manual for. any Weld County personnel
to:
1. Seek or accept, or to offer to provide, directly from or to any
individual, partnership, association, corporation., or other
business entity or representative thereof, doing or seeking to do
business with Weld County, loans (except with hanks or other
financial institutions) , services, payments, entertainment and
- POLICIES AND PKOCEDURES
'4,4.1 lin Section Purchasing Policies and Procedures
:! @ Subject Statement of Policy
COIA RAC Date 6/1/82 Page_ 5
travel, vacation or pleasure trips, or any gift or money in any
amount.
2. Knowingly exaggerate requirements for the purpose of temporarily
enjoying a better price.
3. Knowingly underestimate requirements or deny the existence of a
requirement to :avoid doing business with a particular supplier.
4. Knowingly misrepresent competitor's prices, quality or services
to obtain concessions.
5. ANY GOODS OR SERVICES PURCHASED WITHOUT PROPER PURCHASING
PROCEDURES WILL NOT BE PAID FOR BY WELD COUNTY AND WILL BECOME
THE PERSONAL LIABILITY OF THE INDIVIDUAL MAKING COMMITMENT TO THE
VENDOR FOR THE ILLEGAL PURCHASE. CONFIRMING PURCHASE ORDERS ARE
NOT ACCEPTABLE UPON ADOPTION OF THIS MANUAL.
Any employee found in violation of the provisionsnf this section will be
subject to disciplinary actions.
fP0LICI ES AND. PR (i ‘; EDURES
Section Purchasing Policies and Procedures
Subject Relationship with Vendor's Representatives _)
COLORADO Date 6/1/82 Page 6
RELATIONSHIP WITH VENDOR'S REPRESENTATIVES
PURCHASING DEPARTMENT.RELATIONSHIP
The relationship between the purchaser and the seller is one of mutuality.
No contract that proves unsatisfactory to the vendor can be regarded as
• totally satisfactory to the buyer. It is the responsibility of the
Purchasing Department to establish a relationship of mutual confidence and
satisfaction between the county and its suppliers. The individual
departments should not be burdened with visits from suppliers. To avoid
this, they should observe the following procedures:
1. . All vendor's representatives will be received by the Purchasing
Department; and. when necessary for them to talk' with department
heads, the interview will be arranged by the Purchasing
Department. If a vendor should contact the department direct, he
shall be immediately referred to the Purchasing Department. No
solicitation by vendor is permitted in departments.
2. The Purchasing Department will inform or pass along to department
heads, useful information received from interviews, catalogs,
advertising, etc.
3. All correspondence with suppliers shall originate in the
Purchasing Department. When necessary for the departments to
correspond with the vendors on some technical matter, copies of
that correspondence will be sent to the Purchasing Department.
POLICIES AND PftdtEDURES
"j) Section Purchasing Policies and Procedures
fficSubject. Bids and Quotations
COLORADO Date 6/1/82 Pape 7
BIDS AND QUOTATIONS
Section 14-9 of the Weld County Home Rule Charter specifies that:
1. The Board of County Commissioners shall adopt bidding procedures
for county purchases which shall assure open and - competitive
bidding on all county -purchases, and the Central Purchasing
Division shall; follow the :procedures adopted in all county
purchases.
2. Bid specifications shall be prepared- in such -a. manner .as to
invite and encourage bidding from all suppliers of the goods and
equipment being purchased by the :County. lio .ppecificationsrshall
be submitted to bidders so restrictive in detail as to eliminate
any line of competitive 'equipment:
3. The County Commissioners shall give preference -to resident-Weld
County bidders in all cases where the bids ire competitive in
price and quality.
4. The County Commissioners shall ;enter , in the—minutes of the
meeting at which a purchase is made for other than a low 'bid, the
reason for not accepting the low bid.
5. All purchases of $2,000 or more shall be by written, sealed bid,
and bids over $2,000 shall be followed by a ten day period for
consideration .and investigation of the bids submitted to
determine comparisons of quality and price. The Commissioners
shall accept the bid they find to be -most :beneficial to the
County.
POLICY
Purchasing shall continually strive to increase competition and obtain new
sources of supply.
Bidding shall be open and unrestricted; however, the County shall not be
obligated to solicit bids from every supplier for every requirement.
, POLICIES AN D PRA- E D U R E S -
• 11 14101
^'i ' Section Purchasfng .Policies and Procedures
)
{$UbjeCt Bids and Quotations101€ Date 6/1/82 Page 8
COLORADO — —
Quotations and bids shall _be based on established standards and
specifications whenever possible.
FORMAL BIDS (over $2,000)
All bidding shall be in accordance with and pursuant to Section 14-9 (1-5)
of the Weld County Home Rule Charter, and .all purchases of Two Thousand
Dollars : ($2,000) or more shall be _followed by a period for consideration
and investigation -of ,the bids-submitted :to=determine comparisons of quality
and price. PRIOR to :advertising for :such bids, the purchasing 'agent shall
verify that the purchase is authorized 'in the current budget.
Formal ,bids may be :advertised in the official newspaper, except as
statutorily required, and may be advertised in other publications.. Such
advertisement shall include., but not'be `limited to the following:
1. General description of required 'commodity or service. t
2. Location to obtain required bid documents.
3. Cost of hid documents (if applicable)..
4. Amount of.bid bond (when applicable).
5. Time and place of bid opening.
6. Reserve the .right to:
a. Waive informalities.
b' Reject -all.'bids.
c. Accept proposal deemed most advantageous to the best
interest of the County.
The Purchasing Department shall maintain a vendor's bid list. Invitations
to bid shall be mailed to all appropriate vendors on the bid list. The
Purchasing department shall advertise quarterly in all Weld County papers
of general circulation soliciting the names of vendors who wish to be
placed on a vendor's .bid list.
When bids are received, they shall be stamped with the date and time
received, initialed by the person receiving them, and filed until opened.
POLICIES A :ND, Pk"0CEDURES
Allc.,17. 1
Section Purchasing Policies and Procedures
Subject Bids and Quotations
COLORADO 9 Date 6/1/82 Page 9
After the bids are opened, the proposals shall be reviewed by the
purchasing agent and the department head mho the requisition.
The department head and the purchasing agent -will make a recommendation to
the Board, of The final award of the 'bid will be approved by
the Board of County-Commissioners.
All formal -bids shall be submitted sealed and shall be publicly opened at
the time and place Indicated in the advertisement;. Bidders are invited,
but are -not requited 'to attend -the bid opening.
QUOTATIONS/INFORMAL BIDS (under $2,000)
On purchases of goods or equipment other than those supplies purchased
pursuant to Title 30, Article II, Section 109-112, CRS, (1973)„ over fifty
dollars ($50) but less than two thousand dollars ($2,000) , the purchasing
agent shall request quotations from three or more ,suppliers, if possible,
and shall purchase at the lowest and best quotations. The County shall
reserve the tight to reject any and all bids.
The formal bid procedures may be used for purchases under $2,000 when the
best interest of the county so dictates.
Normally the Informal bid procedure is used for small dollar value items or
to speed delivery and reduce administrative cost.
Informal purchases may Include any of the following:''
1. Secure quotations on standard quotation forms.
2. Obtain telephone quotations.
3. Purchase on the -basis of parts history cards.
4. Recent,competitive bid prices may be used to avoid duplication of
effort.
5. Sole source items if emergency conditions exist or if such
requirement is obtainable, for practical purposes, from only one
source.
6. Double source items, when required, to provide operating
departments with sufficient requirements.
POLICIES AND PROCEDURES
a t h Section .Purchasing Policies and Procedures
Subject Bids and Quotations _
COLORADO Date 6/1/82 Page 10
In all cases, the procedure used to obtain prices shall be calculated to
achieve maximum economy for the county.
All informal hid prices received shall remain confidential until the award
is made. After the award is made, all information regarding the bid shall
be open for public inspection during regular business hours.
POLICIES AND Pk-OCEDURES
I in� . : fa Section PurchasingPolicies and Procedures
: ' C)
ilill i Subject Cooperative Purchasing
COLORADO Date 6/1/82 Page 11
COOPERATIVE PURCHASING
The purchasing agent may participate in joint bidding with other public
agencies if it is deemed in the best interests of the county.
The .Board of County Commissioners can accept any of the State bids without
rebidding the same. goods/services at the discretion of the Board or the
Purchasing Agent.
,)_, ' POLICIES AND • PRi, CEDURES
ASV4v.'
1. Apt, Section Purchasing Policies and Procedures
MfSubject Payments to Vendors
COLORADO Date , 6/1/82 Page 12
PAYMENTS TO VENDORS
All bills paid by Weld County fall into one of the following three
categories:
1. Expenditures not requiring a requisition. (Listing of this type
of expense is shown in the manual. Please refer to index. )
2. Expenditures requiring a limited purchase order. (Listing of
this type of expense is shown in the manual. Please refer to
index.)
3. Expenditures requiring a requisition and purchase order. (Every
purchase that does not qualify under items 1 and 2 must be
covered by a requisition and purchase order) .
NO DEMAND FOR MONEY AGAINST THE COUNTY SHALL BE APPROVED, ALLOWED, AUDITED
OR PAID UNLESS IT SHALL BE IN WRITING, DATED AND SUFFICIENTLY ITEMIZED TO
IDENTIFY THE EXPENDITURE. A T
POLICIES AND PkOCEDURES
Q4(04-4m.,
401Section_ Purchasing Policies and Procedures
id I
C° Subject Expenditures not Requiring Requisitions
COLOR DO Date _6[1182 Page 13
EXPENDITURES NOT REQUIRING REQUISITIONS
POLICY
It has been determined that it is not in the best :interests of the County
to require requisitions on all purchases of goods or services. Following
is a listing of the types of expenses which .will be processed for payment
in the Finance Office without a requisition and purchase order:
1. Advertising. Advertisements placed in newspapers for job
openings, bids, legal notices, etc.
2. Allocations to outside agencies. Payments made to agencies
outside County government for which an amount ,was -determined at
budget hearings. (Emergency search.. and °rescue, libraries,
cities, etc.)
3. Auto mileage and personal reimbursements. Reimbursements to
county employees or individuals for expenses paid out of pocket.
Mileage to be reimbursed at current rate per mile for authorized
travel on county business.
4. Coroner's fees. Fees paid to County Coroner, investigators.
5. Dues, meetings, and travel expenses. Dues to organizations,
registration fees for seminars, conventions, expenses incurred
while attending seminars and conventions such as hotel bills,
food, cab fare, etc.
6. Education and training expenses. Fees paid to organizations for
training of county employees (including manpower and other human
resources department clients).
7. Expert witnesses. Expert witnesses called by the District
Attorney, County Attorney, or Sheriff to testify in Weld County's
behalf.
8. Postage. Stamps, postage paid envelopes, or postcards.
9. Rent payments. Monthly rental payments on office equipment,
buildings, vehicles, etc.
P0L I CIES AND PRO -LEDURES
Section Purchasing Policies and Procedures
4
Subject Expenditures not Requiring Requisitions -d
O
COLORADO Date '6/1/82 _ Page 14
10. Telephone. Regular telephone bills, telephone answering service.
11. Transcripts. Transcripts for the District Attorney, County
Attorney, or other county offices.
12. Utility bills. Monthly charges for electrical, water, gas
(including propane) service.
13. Insurance Claims. Payment for insurance claims paid out of the
Insurance Fund under the county's protected self-insurance
program.
14. Library Books. Publications, books, magazines, or published
materials.
15. Personal 'Services Contract. Personal services previously
approved as specified on pages 15-16.
16. Vehicle Fuel. Gas, diesel, and propane.
17. Maintenance agreements. IBM, Xerox, office equipment, etc.
ROUTING OF VOUCHER AND INVOICES ON EXPENDITURES NOT REQUIRING REQUISITIONS
An original and one copy of the invoice plus a properly completed county
voucher input form must be forwarded to the Accounting Department.
A copy of the invoice should be retained in the files of the using
department and marked with the date submitted to Accounting for payment.
Department head or authorized signature must appear on the voucher form.
Note: Employees of Weld County must furnish the vendor with the name of
the department making the purchase. DO NOT sign a sales slip with employee
name and Weld County. BE SPECIFIC Example: John Doe, Data Processing
Department, Weld County.
POLICIES AND PROCEDURES
.6.S{/ *
Secti0n 'Purchasing Policies and Procedures
Procedure for Contract for Personal Services
Subject or Independent Contractor
COLORADO Date 6/1/82 Page_— 15
PROCEDURE FOR CONTRACT FOR
PERSONAL SERVICES OR INDEPENDENT CONTRACTOR
POLICY:
Individuals or companies hired to perform professional services or
independent contract work (e.g. researchers, programmers, temporary
clerical, counselors, etc.) must have a signed contract stating that they
are independent contractors and the terms of the agreement.
SELECTION PROCESS:
The selection/acquisition process should be the same as for any other good
or service„purchased by the 'County. A request should be made to Purchasing
in the :form of a requisition requesting the services. Purchasing will then
contact the requesting department regarding the service and available
vendors (either individual or company) . If the service can be provided by
other than a sole provider, a request for proposal or request for quote
will be made by Purchasing with assistance from the requesting department.
The selection process will be in accordance with good- purchasing practices
and may -vary with each specific service.
In the case of a sole provider, the Purchasing Department will make the
determination that no other qualified vendors are -available or practical
for use by the County. In cases of a sole provider the reason or reasons
for specifying sole provider must be stated in the signed contract for the
record.
Where it is in the best interest of the County, contracts for professional
services can be on a multiple year basis with annual renewals at the option
of the County. Contracts over $2,000 will follow the normal purchasing
process specified in the Administrative Manual, which requires presentation
to the Board for approval and specific Board action on the individual
contract.
Contracts under $2,000 will follow the normal purchasing process specified
in the Administrative Manual, but can be approved by Purchasing and the
contract be placed on the Standard Agreement Form approved by the County
Attorney and Board of County Commissioners. The Standard Agreement must be
POLICIES AND PRUCEDURES •
[[ ti
4):4,1, 10.4 Section_ Purchasing Policies and Procedures
Procedure for Contract for Personal Services i i
Subject or Independent Contractor
COLORADO Date 6/1/82 Page 16
signed by the Chairman of the Board, who has been given previous blanket
authority by the full Board.
Colorado Revised Statutes require that all contracts must be approved by
the Board of County Commissioners and signed by the Chairman of the Board
in order to be valid. Therefore, prior to utilization of any independent
contractor, a signed contract should be completed to avoid any personal
liability. Individual contracts and the Standard Agreement form approved
by the Board ,and the. County _Attorney specify the terms of the contract and
have additional provisions which protect the interests of the County, as
'well as individual County employees who may. be involved with the actual
work being performed.
PROCEDURE:
1. The ;Standard Agreement form will be completed by Purchasing after
the bid process or proper procedure has been completed.
2. Purchasing will send the Standard Agreement form to Finance for
approval of the Finance Director and the Chairman of the Board.
3. Accounting will complete the account section of the contract and
return copies to Purchasing and, the requesting Department. The
original will be sent to Accounting.
4. Accounting will , encumber the contract amount and verify each
payment.
5. The Department making the payment should fill out only an input
document, being sure to note the contract number in the PO
column.
POLICIES AND PkOCED .URES
Section Purchasing Policies and Procedures
Subject Limited Purchase Orders
COLORADO Date 6/1/82 Page 17
LIMITED PURCHASE ORDERS
POLICY
The limited purchase order shall be used for an item'-.or items with a total
cost of $50 or less only. This type of purchase :order exists to help
county departments in expediting the procurement of small amounts of
materials and equipment,
The system holds buying abuse to a minimum with:
1. The $50 limit,
2. The department head is responsible for the purchase orders issued
to his department.
3. The white copy, which must be presented ,with the invoice to
Accounting for payment..
PROHIBITION AGAINST SPLITTING ORDERS
No order shall be split to avoid the $50 maximum for Limited Purchase
Orders. Example: A chair costing $80 cannot be split up and submitted on
two Limited Purchase Orders to avoid submission of a requisition to
Purchasing.
RESPONSIBILITY
The department head shall be directly responsible for the Limited Purchase
Order forms issued to his department. Only those forms signed by the
department head, or authorized representative will be 'honored for payment.
Use of the Limited Purchase Order forms should not be overly restricted,
and a department should not hesitate to use this system if the purchase is
necessary. An "unsupported" invoice will cost the County many dollars in
lost personnel time.
Any Purchase Order that has been voided shall he retained by the
originating department. These will be sent to the Purchasing Department at
the end of each year.
'POLICIES AND PROCEDURES
ti
'1ST
Section Purchasing Policies and Procedures '.
Subject Limited Purchase Orders71
.,r`
W� Date 6/1/82 P 18
COLORADO ---._-. Page
PROCEDURE
The following procedures shall be employed in using the Limited Purchase
Order:
1. Prepare a Limited Purchase Order form in triplicate (white,
canary., and pink); filling in all blanks; including account code,
and securing department -head signature. The description shall
identify item(s) ' purchased and shall not read "per attached
invoice". If the order is being mailed to the vendor, fill in
the "send to" and "attention of" blocks also. Many shipments are
misdirected to Accounting or Purchasing.
2. Present the yellow copy to the vendor upon receipt of the
material. If the supplier writes out a sales slip, he should
refer to the number pre-printed on the Limited Purchase Order
form in the upper right hand corners
3. The white copy serves as' a receiving ticket to support payment of
the vendor's invoice. The white copy should be. returned to the
Accounting Department.
4. The white copy, along with the original invoice, should be
submitted to Accounting for payment.
5. The pink-copy is a department record of purchase and shall be
retained by the originating department.
6. Cash with order - When mailing cash with order, forward both the
white and yellow copies of the Limited Purchase Order to the
Accounting Department with any necessary attachments. Write
across the body of the Limited Purchase Order "cash with order".
The yellow copy, warrant, and any attachments will be mailed to
the vendor by the Accounting Department.
ADVANTAGES
1. Expedites delivery. Experience with limited purchase orders has
proved that the majority of orders are for items that are needed
immediately. The nature of a formal purchase order requires a
minimum delivery in terms of days rather than minutes. Also,
, . POLICIES AND PK• OCE DUKES
ASV -0 Section . Purchasing Policies and Procedures
Subject Limited Purchase Orders
COLORADO Date 6/1/82 Page 19
many of the items that are purchased are not normally delivered
by suppliers in small quantities.
2. Use of limited purchase orders saves the purchasing department
personnel time for larger and more complicated buying.
3. Cuts the cost of paperwork. A limited purchase order form costs
only a few cents and the time taken to write :it. Even a routine
regular purchase order costs several dollars -when all clerical
costs are considered.
DEPARTMENT ASSISTANCE
1. . Department heads are requested to insist on planned purchases for
all except emergency situations.
2. Department heads are requested to 'check files of Limited Purchase
Orders periodically to see if two or more orders to the same
company are being written on the same or consecutive days. This
could indicate a violation of the $50 limit or a waste of
manpower and unnecessary use of equipment due to poor planning.
PURCHASING DEPARTMENT ASSISTANCE
The Purchasing Department will:
1. Assist in locating any commodity., service or equipment.
2. Advise recommended sources and prices for specific commodities.
P O L '1 CIE S AND -P R 0 E 0 U R E 'S
(f! 14:,
r'• Section Purchasing Policies and Procedures
Subject Requisition
COLORADO Date 6/1/82 _—__�._._ Page 20
REQUISITION •
POLICY
The purchase requisition is the .basic document authorized for procurement,
and as such, it is the only authority for the issuance of a purchase order,
unless otherwise directed by the Board of County Commissioners.
THE PURPOSE OF A REQUISITION
The purchase requisition is to inform the Purchasing Office of the needs of
the requisitioning department, and to correctly identify the requirements.
Specifications of item(s) to be procured must be attached. Using
department should furnish the brand name and model number for Purchasing to
use in obtaining an equivalent item.
•
ROUTING.OF REQUISITION
•
An original and three (3) copies of the requisition will be prepared. The
original and two (2) copies will be sent to the Purchasing Department, and
one (1) copy will be retained in the files of the using department.
The Purchasing Department will complete the requisition .by obtaining bids,
selecting the lowest and best bidder, with approval of the department head,
inserting the successful bidder's prices, vendor selected, vendor's
address, terms, date delivery is promised, F.O.B. point, terms, purchase
order number, -and other information as required.
Department heads will be given the opportunity to review the bid abstract
prior -to the completion of the requisition by purchasing.
POLICIES AND P` KOCEDURES
Vi `Al.'
I ' Section Purchasing Policies and Procedures
Subject Questioned Purchase Requisitions
COLORADO Date 6/1/82 Page 21
QUESTIONED PURCHASE REQUISITIONS
The Director of Purchasing has the right and the duty to question any
item(s) on a requisition that may be unnecessary and/or unreasonable. The
Director of Purchasing does not, however, assume the authority to refuse to
authorize the purchase of the item(s) requisitioned. In the event of a
questioned requisition, the matter will be brought to the attention of the
Board of County Commissioners, who, in their capacity, will make the final
administrative determination concerning the purchase. (In the case of
elected officials, the only requisitions questioned would be those, which
if filled, would cause a budget overrun).
r0LICIES AND PR0LEDURES
4 tirf
Section Purchasing Policies and Procedures
Subject General Information for Requisitions A
COLORADODate 6/1/82 _ Page 22
GENERAL INFORMATION FOR REQUISITIONS
Requisitions for equipment, such as automobiles, trucks, graders, office
machines, etc. , must show the make, serial and county inventory number of
the equipment to be traded, if a trade-in is involved. In all cases, show
the location of items to be traded and the department contact. The Board
of Commissioners reserves the right to retain the trade-in and transfer to
other departments as needed.
USING DEPARTMENT
Prepare purchase requisition far enough in advance of the date requirements
are needed, to enable the purchasing department to secure competitive bids,
and to allow for delivery by vendor.
All requisitions must be signed by the department head or his authorized
representative. The department head shall not authorize requisitions for
items that exceed the unencumbered balance in the department budget. Where
funds are not available, expenditures can only be made upon approval of the
Board of Commissioners for a transfer of funds from other appropriations.
The Finance Director must certify that funds are available prior to the
order being placed with vendors.
POLICIES AND PR- OCEDUR .ES
`h • lei Section Purchasing Policies and Procedures
Subject How to Prepare a Requisition
ABC
COLORADO
Date 6/1/82 Page- 23
HOW TO PREPARE A REQUISITION
To be properly processed, a purchase requisition must contain the following
information:
•
DATE Insert the date the purchase requisition is written.
DEPARTMENT — Insert name of department.
FUND - Insert name of fund (General, Road, Public Works, etc.)
ry� .
DELIVER TO - Insert exact location where item(s)';` are to be delivered
including street address, floor room number, etc.
QUANTITY - Insert ordering quantity.
UNIT - Insert ordering unit (feet, dozen, gallon). Do not use box, case,
etc.
DESCRIPTION AND SPECIFICATIONS — Present the item desired clearly as to
size, color, type, grade, etc. When necessary, the information may be put
on a separate sheet, attached to the requisition, and transmitted to the
Purchasing Department. The Purchasing Department shall, when the purchase
of a commodity requires formal and detailed specifications., receive from
the officials of the using department, any technical assistance which may
be required to prepare the specifications.
The requisition will, in a descriptive form, state the purpose for which
the material will be used. Examples: "To replace supplies", "To repair
unit #304 (IHC Truck)", and "To resurface county road #24".
The requisitioner will state the specific delivery date required. Do not
use such terms as "Rush", and "As Soon As Possible".
0 LI C I E S AND PRO E D U R E S
Secti011 Purchasing Policies and Procedures
OIle: Subject How to Prepare a Requisition
COLORADO Date 6/1/82 Page 24
ACCOUNT NUMBER - Insert fund number, department number, and account number
to which the materials, equipment or supplies will be charged. Example:
01-1151-6940.
UNIT PRICE - Will be filled in by Purchasing Department.
AMOUNT - Total amount will be extended and inserted by Purchasing.
SUGGESTED VENDORS - .When possible, refer the purchasing department to a
particular vendor or vendors, whose product has been used previously and
has been found to be satisfactory. Vendors suggested will be given full
consideration by the Purchasing Department. A sole source vendor will be
considered if sufficient documentation of reasons is shown by the
department head. Memorandum from department head or elected official
justifying sole provider designation must be provided and signed by
department head or elected official for audit support.
BALANCE OF REQUISITION - Will be completed by the Purchasing Department..
APPROVALS (Under $1,000) --
1. Department Head
2. Finance Director or designee
3. Purchasing Agent
APPROVALS (Over $1,000) —
1. Department Head
2. Finance Director or designee
3. Purchasing Agent
4. One member of the Board of County Commissioners
(Commissioner. Coordinator or Pro Tem). In the case of
elected officials, each office will be assigned to a
Commissioner Coordinator and Pro Tem for approval purposes
only.
•
POLICIES AND PkICEDURES
Nei Section_" Purchasing'Policies and Procedures
O Subject Notice of Emergency Purchases
COLORADO Date 6/1/82 Page 25
NOTICE OF EMERGENCY PURCHASES'
When an urgent or emergency purchase must be made during the normal working
hours of 8:00 - 5:00 p.m. , Monday through Friday., contact Purchasing to
obtain approval and an Emergency Purchase Order.. Do NOT proceed without
purchase order. Only the Road Department, Sheriff, Communications,
Emergency Preparedness, Ambulance, Maintenance Departments, and Data
Processing are authorized to make purchases outside regular business hours,
and then •only ,.when _,failure to do so would result in cessation of vital
services. Pre-Assigned Emergency Purchase Order Numbers will be
pre-arranged with ..Purchasing to accommodate emergency purchases outside
normal working hours with each of the above departments.
EMERGENCY PURCHASES MUST BE JUSTIFIED TO AND ASSIGNED AN EMERGENCY PURCHASE
ORDER NUMBER (E SERIES NUMBERS) BY PURCHASING. PURCHASES NOT TRULY AN
EMERGENCY, OR ABUSE OF EMERGENCY PURCHASE BY THE ABOVE DEPARTMENTS, WILL BE
CONSIDERED ILLEGAL PURCHASES AS SPECIFIED ON PAGE 5, ITEM 5.
,POLICIES. AND PROCEDURES
,A Section Purchasing Policies and Procedures
Subject Cancellation or Change to a Requisition
.. Date 6/1/82 26
COLORADO _ Page
CANCELLATION OR CHANCE TO A REQUISITION
If a requisition is received in purchasing and it is determined that the
amount, is, not enough to justify writing .a purchase order, the requisition
department- will be informed that the purchase can be made by using a
Limited Purchase Order. The requisition will:, at this time, be cancelled
and a short statement written across the- face explaining the reason for
cancellation. .and- procedure to be followed in obtaining the -material. The
requisition willithen be- returned to the originating department.
Any change shall be clearly recorded on the requisition and initialed 'by
the person authorizing the change. If a change or cancellation affects
pricing and has been made after the Finance Director has approved funds,
he/she must be notified of such changes or cancellation.,
POLICIES AND PJCEDURES
) � Section Purchasing Policies .and Procedures
AAA Subject Regular Purchase Orders
COLORADO Date 6/1/82 Page__2
REGULAR PURCHASE ORDERS
PURCHASING DEPARTMENT
The Purchasing Department shall complete the purchase order which consists
of four parts. Distribution of the copies Is as :follows: '
1. White copy returned to department from which requisition
originated pending receipt of goods or services..
2. Canary copy returned to originating department :for their records.
3. Pink copy forwarded to vendor,
4. Goldenrod copy forwarded to Accounting Department.
Before any distribution of copies is made., Finance Director or designee
shall review all purchase orders and certify that funds are available
within the department budget by initialing the purchase order. 'The 'Board
of Commissioners (one member) will initial all orders over $1.,000.
DEPARTMENT RESPONSIBILITY
It shall be the department's responsibility to keep unfilled :purchase
orders in a file and to notify the Accounting Department if there is any
discrepancy between the listing of purchase orders appearing-on the -General
Ledger reports and those in the department files, It is especially
important that any difference in coding be reported.
It shall be the department's responsibility to forward the -white copy to
the Accounting Department immediately after merchandise is received, along
with the input document. A separate section on procedures ,for receiving
appears in the manual.
POLICIES AND PR (, LEDURES
1 Section_
_lurchasing Policies and Procedures
CSubject Receiving Procedures
COLORADO Date _ 1182 -- Page � 28
•
RECEIVING PROCEDURES
PURCHASING AGENT
To determine compliance with purchase order requirements, the purchasing
agent may inspect, or supervise the inspection of all merchandise received.
Where the word merchandise appears in the procedure, it shall also mean
material, supplies, equipment and services.
INSPECTION
The receiving agency shall inspect, check, and count the merchandise
received, to see that it conforms as to quantity, -quality, and
specifications on the purchase order. This authority will be assigned by
the department head only to personnel qualified to perform such inspection.
Caution must be exercised by receiving agent to insure quantity received,
as noted on the receiving report, is correct. (See section on Damaged
Merchandise under General Information).
DEPARTMENT PROCEDURE
Upon receipt of merchandise, and after inspection and/or testing, -the
receiving agent will
1. If all items are received at one time:
a. Date and sign (approved by) the white (receiving) copy
of the purchase order, and forward to the Accounting
Department.
2. Contact purchasing immediately regarding defective material,
shortages, wrong quantities or material. Do not forward
receiving copy to Accounting until satisfied with order. (See
Section on Damaged Merchandise under General Information).
3. If partial delivery of items and/or- quantities are received:
POLICIES AND PROCEDURES
ti
'1 . {
t Section .. Purchasing Policies and Procedures
Subject Receiving Procedures
COLORADO Date 6/1/82 Page 29
a. Complete partial receiving ticket for items received and
forward the ticket to Accounting. (Retain white copy of the
purchase order).
b. When last item(s) has been received, repeat 3-a and
attach the white copy of the purchase order. Date and
sign'the white copy of !the purchase order.
NOTE: Blanket purchase orders shall require completion of a partial
receiving ticket for each item, or lot received, -except in cases where
•
services rather than goods are being provided. In these cases, reference
to the purchase order number must be made on the input document.
PURCHASING DEPARTMENT
Merchandise received over, short, partial, -rejected.,. or received in damaged
condition:
Contact vendor and arrange for return, replacement, records correction,
credit and/or delivery schedule as applicable. Mark any items which will
not be paid on purchase order, initial, and forward a copy to Finance.
NOTE: Invoices will not be paid by Accounting unless the invoice agrees
with the purchase order, or unless the change is approved by the department
head and the purchasing agent.
•
. -POLICIES : AND PROCEDURES
re
►A ►�
Section Purchasing Policies and Procedures
i C Subject Invoice from Vendors
COLORADO Date 6/1/82 Page 30
INVOICE FROM VENDORS
POLICY
Invoices will normally be-sent directly from the vendor to the originating
department. When exceptions are necessary, the invoicing instructions
shall be noted on the requisition and purchase order,.
Invoices received by operating departments should be forwarded to the
Accounting: Department immediately upon receipt, with input document,
invoice, and . the receiving copy of the purchase order. Only original
invoices will be paid on a timely basis. Past due notices or copies of
invoices will be paid only after being thoroughly researched by Accounting,
which will cause a delay in processing the warrant. Shipping charges may
only be added, if so noted on the purchase order. If the quantities and/or
prices dojlot agree, all documents will be placed in a holding :file until
reconciled by the purchasing agent or the department head.
Invoices -.shall .be paid on a timely basis for all items received. It is not
necessary that the purchase -order be completed to make payments. (Use the
partial .receiving ticket) . BY LAW WELD COUNTY CANNOT PAY FINANCE CHARGES,
SO NEVER INCLUDE ON PAYMENT.
Vouchers are processed on a .continuous basis. "The warrants are normally
placed in the mail on Monday and Wednesday. Due to the volume of warrants
written, and for proper internal control:, warrants will not be released for
pick up by vendors or individuals unless approved in advance by the Finance
Director or a designated staff person.
All documentation (purchase order, receiving report, invoice, voucher,
etc.) that is received, matched, and in proper order by 11:00 a.m. on
Friday is normally paid on Monday of the following week. If received by
11:00 a.m. on Tuesday, it is normally paid on Wednesday of the same week.
POLICIES AND P 'HOCEDURES
lit!lac
', . I , 0
iiii i Section _purchasing Policies and Procedures
Subject Partial Receiving Ticket
Date 5/1/82 Page 31
'COLORADO
PARTIAL RECEIVING TICKET
The partial receiving ticket should be used in all cases where a partial
payment is being made, except in cases where services rather than goods are
being provided.
Fill out all blanks, date ,and sign and attach to input document. The
department is requested to note amount needed to be unencumbered on the
input document, along with the purchase order number that it was encumbered
under.
- PoLICIE `S AND PRUCEDURES
. : '
7pla 1 apiti Section Purchasing 'Policies and Procedures
`:z3t
ec General Information
a 6/1/82 — —Page 32
COLORADO9
•
GENERAL INFORMATION
A smooth flow of requisitions, purchase orders, and invoices must be
accomplished. Departments can assist by giving Purchasing as-much time as
possible to fill an order. Purchasing will endeavor to complete the order
in a reasonable amount of time. If there are problems or complaints that
cannot be worked out between departments and Purchasing, the Finance
Director should be notified.
The purchasing agent shall purchase only those supplies, materials, and
equipment requested by a using department. He/she should, however, keep
the department heads informed on price changes, deliveries and other
information that would be in the interest of sound County fiscal policy.
The Board of County Commissioners of Weld County, Colorado, may, by motion
or resolution, purchase items of used equipment which, by their very nature
are not biddable as a practical matter, but all such purchases of used
equipment, if from other than another governmental entity and/or over
$2,000, must be approved by the Board of County Commissioners at a regular
board meeting by motion or resolution of the Board.
All provisions of the Weld County Home Rule Charter prohibiting employees
and elected officials of Weld County, Colorado, from doing business with
Weld County, Colorado, shall be strictly adhered to in connection with the
purchase of all supplies, services, materials, and equipment by the
Purchasing Director and department heads.
You are encouraged to seek the assistance of the purchasing staff as early
in the acquisition process as possible and necessary. It is at this point
that the using departments can realize the major benefits provided by the
Purchasing Department staff. Purchasing will: suggest products or
services to meet your needs; contact vendors to obtain literature and set
up demonstrations for you; obtain price and delivery information; and
investigate alternatives, including their advantages, disadvantages, and
costs. These services are available to you as soon as you decide to solve
a supply problem. Departments should contact the Purchasing Department
prior to budgeting and/or submitting a requisition.
The using departments and agencies should call the Purchasing Department
for product assistance, rather than the vendors. if it is necessary to
POLICIES AND PROCEDURES
fi
fit trf `40.
AAA Section Purchasing Policies and Procedures
Subject General Information
COLORADO Date 6/1/82 Page 33
contact a vendor, call the Purchasing Department and we will set up an
appointment with the vendor for you.
The Purchasing Department provides this service to save the time of the
department and to help provide the department with the proper materials to
do their jobs.
•
t.. .
•
•
•
L0L-,IC 'IES AN .D :P 'RuCEDURES
Section -Purchasing Policies and Procedures
WII Subject Damaged Merchandise
COLORADO Date ,6/1/82 Page 34
DAMAGED MERCHANDISE
There are two types of damaged merchandise:
1. Visible
2. Concealed
In either case, receive the merchandise.
In Cases of Visible Damage Note on both copies of receiving ticket "case
damaged in shipment" and, if the item is visible and the damage is visible
also include "item visibly damaged."
Obtain .a signature from trucker on both copies of receiving ticket.
Return one copy of receiving ticket to trucker.
Forward one copy of receiving ticket to Purchasing, together with note
identifying damage.
In Cases of Concealed Damage — After the merchandise has been accepted from
the common carrier, you should open the package immediately, inspect the
merchandise, and report any discrepancies or damage. If damage has
occurred, you must keep all packaging and report the damage to Purchasing.
The County has 15 days in which to file claim for damage with the carrier,
after which claims will not be accepted by I.C.C. rules..
WARNING: DO NOT DESTROY DAMAGED ITEM, OR ANY PACKAGING MATERIALS.
_A N D P h U C E D U R E .S
', -MI %
Section Purchasing Policies and Procedures
Subject
Product Standardization
COLORADO Date !6/1/82 Page _ 35
-PRODUCT STANDARDIZATION
The. Weld County Standards Committees are established by directive of the
Board of Commissioners. The, purpose of the Weld County Standards Committee
is to .aid the purchasing agent in conducting the standardization program
and to establish purchasing policy in the various commodity fields that
lend themselves- to -.standardization. The main benefits of standardization
are better prices through quantity purchases of fewer varieties of
materials.; and r the selection of materials which are best suited for County
use.
All materials, supplies, and equipment purchased by the County will- be
-_standardized as much as possible. When economically feasible, standard
items are carried by -supply in continuous inventory_
Specific commodity committees will be established to aid the purchasing
agent, in .arriving -at standards on common use items within specific
commodity, areas. ,These commodity committees are comprised of
representatives ,-• of ;various using departments and Purchasing: Anyone
serving on.s. Standards Committee benefits the County as a whole as well as
their own department.
Purchases will .;be made through -the use of standard specifications whenever
possible. These standards may be established by standards committees to
meet special County -needs, or they may 'be selected from existing Federal,
industrial, or, trade. associat.ionstandards:
, , POLICIES AND. PRuCEDURES' St71 lei Section_ Purchasing Policies and Procedures
0 Subject 'Disposal of Surplus Property
COLORADO Date _�ll8z_ ----_ __ Page 36
DISPOSAL OF SURPLUSPROPERTY
This procedure shall be used for disposing of all County owned material,
equipment, and supplies except fora property seized by the Sheriff's
department.
All departments shall submit to the purchasing agent, on an 'annual basis, a
report showing stocks of all supplies, materials., and equipment' which are
no longer used or which have become obsolete,-worn out or scrapped.
The purchasing agent shall have the authority to transfer such commodities
which are,usable to another department in lieu of filling out requisitions
for the purchase : of new and additional stock of the same or similar
articles.
The purchasing agent, with the approval of the Board of ' County
Commissioners, shall have the authority to . sell all such supplies,
materials, and equipment, which cannot be used by any department, or which
have been found by the Board not to be required for public use, or to
exchange or trade—in such articles in part or full payment for new
supplies, materials, or equipment of a similar nature.
Estimated sales in amounts, or estimated amounts of $2,000 or more, shall
be formally advertised and sealed bids shall be taken and the bids received
shall be submitted to the Board of County Commissioners for award. Sale by
public auction may be used in lieu of sealed bids. When public auction is
used, the purchasing agent and department representatives may establish a
minimum gross amount prior to the auction. Estimated sales in amounts, or
estimated amounts of less than $2000 shall be made by informal procedures
calculated to achieve maximum benefit to Weld County. Sealed bids or
public auction shall be used to the maximum extent possible. Revenue
received from said sales shall revert to the General Fund of Weld County,
except as follows:
1. Revenue from exchange or trade-in articles shall be applied
against the gross amount of the invoice for new purchases.
2. Revenue from sales of Road Department equipment shall be credited
to the Road and Bridge Fund or the Motor Vehicle - IGS Fund.
Transfer of supplies, materials and equipment between departments shall
result in a debit and credit to the accounts of the departments involved,
POLICIES AND P 'ROCEDURES
711 Section_Section_- Purchasing Policies and Procedures
aITIcSubject Disposal of Surplus Property
COLORADO Date-- 6/1/sz Page 37
provided the departments are within the same fund. The value of the
item(s) transferred shall be established by the purchasing agent to the
mutual satisfaction of the department heads involved. An inventory
transfer slip shall be filled out, signed by both department heads, and
forwarded immediately to the Accounting Department.
Transfer of supplies, materials, and equipment between -departments .in
different funds shall result in a journal entry being written from one fund
for deposit in the other fund by Accounting.
No supplies, materials, or equipment shall be sold, or otherwise disposed
of, without prior approval of the Board of County Commissioners and/or the
-purchasing agent.
Nothing contained herein shall be construed to prohibit -the return of
unused materials, supplies, or equipment which are surplus to the
requirements of Weld County. Materials, supplies, or equipment -may be
returned with or without a restocking charge if this method -.of disposal
will result in a higher benefit to Weld County. All materials, supplies or
equipment returned shall be reported to the purchasing agent.
P0LICJES AND PROCEDURES
ti
,,SOP lid Section Purchasing Policies and Procedures
Requisition/Purchase Order - Suggested
' Subject Filing for Departments
WI� Date 6/1/82 page - 38
CORADO
REQUISITION/PURCHASE ORDER
SUGGESTED FILING FOR DEPARTMENT
1. When order is made, using department should place goldenrod copy
of the requisition in pending requisition file. --
2. When purchase order is made, Purchasing will return canary copy
of the requisition with the purchase order number stamped on it.
This -copy should be matched with the goldenrod copy of the
requisition in the pending requisition file.
3.. When the purchase order is approved by Accounting and/or the
Board, the white and canary copies of the purchase order will be
sent to the department. The purchase order copies should be
matched with the canary and goldenrod copies of the requisition
in your pending file.
4. When goods or services are received, match receiving ticket with
the purchase order and requisition copies pending receipt of an
invoice.
5. Once an invoice is received, compare it to the purchase order and
receiving ticket to insure no errors exist on the invoice.
6. If invoice is correct, then take the following action:
A. If only a partial order is received, complete a
"Partial Receiving Copy" for the purchase order. Note
on the purchase order the amount received and attach
copy of "Partial Receiving Copy" to the purchase order
and requisition copies. Then complete a voucher and
forward the "Partial Receiving Copy", voucher, and
invoice to Accounting.
B. If the complete order is received, send a copy of the
invoice, white copy of purchase order, completed
voucher, receiving ticket, and canary copy of the
requisition to Accounting.
POLICIES AND PKOCEDURES
Section Purchasing Policies and Procedures
AN 0 ::::ition/Purchase Order — Suggested
Subject, for Departments
Date Page 39
COLORADO _._._._�_.�_.
7. File the goldenrod copy of the requisition, canary copy of
the purchase order, copy of invoice, and if desired, a copy
of the voucher in a completed purchase order file. •
,P0L I- C I ES AND PRUCEDURES
140
l iV� ' ml Section _Purchasing Policies and Procedures
Subject Requisition for Inter-County Services and Supplies
COLODO
RA Date 6/1/82 — — Page__ 40
REQUISITION FOR INTER-COUNTY SERVICES AND SUPPLIES
POLICY
The Requisition for Inter—County Services and Supplies form is the document
authorized for procurement of services or supplies provided by one County
Department to another. This form will assist County departments supplying
services or supplies to:
1. Produce the services and supplies in an efficient manner.
2. Keep the department head or authorized persons aware of the
amount of spending at any given time.
3. Allow the supplying department to keep a record of how much is
used during the year, thus allowing them to budget correctly for
the amount needed during the following year.
4. Allow for the automatic transfer of funds from one department to
the other without having'to issue the regular purchase order and
requisition.
RESPONSIBILITY
The department head shall be directly responsible for the Requisition for
Inter-County Services and Supplies forms which are issued to his
department. Only those forms signed by the department head, or authorized
buyer will be honored.
PROCEDURE
1. Prepare a Requisition for Inter-County Services and Supplies form
in triplicate (white, canary, and pink) , filling in all blanks
and securing department head (or authorized buyer) signature. Be
sure the department number and account code are correct.
2. The supplying department will, upon filling order, send the white
copy back to the user department; the canary copy to the
Accounting Office; and the pink copy will be kept in the
• POLICIES AND. Pk0CEDURES
„ Sift t'49'
;� Section Purchasing Policies and Procedures
Subject Requisition for Inter-County Services and Supplies
• @ RADO Date 6/1/82 _ Page____
41
supplying department's files. The supplying department will list
the appropriate revenue code on the. form.
3. Accounting, from the canary copy, will transfer the funds from
the account code listed on the form to the appropriate revenue
code.
'POLICIES AND PROCEDURES
Section Purchasing Policies and Procedures
VII Subject Code of Ethics
COLORADO Date 6/1/82 —_— Page 42
Cade of Ethics
NATIONAL PURCHASING INSTITUTE, INCORPORATED
•
sou
.1-
"Nobility—Proficiency—.Integrity"
A member shall be loyal to his organisation and will not secretly represent
conflicting interests, but will devote himself exclusively to the welfare of his
principal.
A member believes in the importance and dignity of the service rendered by
government and is aware of hie own social responsibilities as a trusted em•
ployee and public servant.
A member is governed by the highest ideals of honor and integrity with regard
to all business and personal relationships in order that he may be deserving
and inspire the confidence of thane he serves.
A member believes the misuse of public or personal relationship to achieve
selfish ambitions is dishonest.
A member should never,under any circumstances, accept gifts or other things
of value from vendors.
A member has the obligation to keep his employer informed of the activities of
N.P.I. and to promote a better understanding of the ethics and functions of
purchasing.
A member handles all personnel matters on a merit basis. Political, religious
and/or racial considerations carry no weight in personnel administration of the
organisation represented.
A member resists interference of control of personnel in order to preserve his
integrity as a professional administrator. Ile handles each administrative
problem objectively,without discrimination of the basis of principle and justice.
Cooperation with all organisations engaged in activities which develop and
further enhance purchasing as a profession.
A member subscribes to and supports the profvssinnul objectives of the National
Purchasing Institute,lnc.
aaWWaee µsmobnevtlweserh MWsimaiw,Wvois naasAwN,aaWgW
• POLI CI ES AND PROCEDURES
Section Purchasing Policies and :Procedures'
Subject Sample - Partial Receiving Ticket
COLORADO Date. 6/1/82 Pale 43
IPARTIAt RECEIVING COPY'
$15 IOTTH STREET .
PO.BOX TSB GREELEY.CO orni:tI
PHONE cm)35t,nrrcl(I PURCHASE ORDER NO
COLORADO ,M.r..10,.00.1 wear ea'monboodles parIal.1.0.
VENDOR NAME AND ADDRESS r""�"'�"'�
•
11rMANa MF Ni n11a1F .
GUMMY wort •.000MI, IIMIMMc . . 4Y01•It --.
—� —.__.__.__....___�...... _.._.. .. ._�...�.._� _ _..._.J
Return;WhIl.and Canary to Accounting T torµ aMOUMt
Pink remains In Department. `---•-•••-- -•---• •-••• ,�,'..__.
INSTRUCTIONS TO RECEIVING I certify that the darnsFYrscribed*me received and urlpucicd by me. that the
,." ,rod .�n n,wwrNy r. nu0nMien woe ll staled.and Put Ihu condition s.Js 346.1.6 lair Irneept rs noted •
ACCMINTlNr.011 r(:!wII lrM l iw.rry•.ww-Phi for v,m...Dropwr rgllr 4r ryrli.rl
r.r:,iPr wrrnwr•IurMr nOan..Noe 1,...p F.HI0 n.a r.W*110,o9..1 tw _ • •
l0.Uirlp F rrelbY.. nAl r 114.1 l n $11111pN 1111110 11
•
POLICIES A 'N D PROCEDURES
*p Section_ Purchasing Policies and Procedures
Subject Sample - Limited Purchase Order
COLORADO Date 6/1/82 _ Page 44
(1, . LIMITED PURCHASE ORDER— No. f'
V ' agel NOT TO EXCEED --$50.00 ,,.,rn14.11.l1N1.(1N.N•.t
yIIFNIN'II NiA N COOMSTN..1LNl.t
gN.nN1lm.1Nt
•.1 11.11'•. ISIN 111 v,.1 AAn
COLORADO 11031 4,0J a»CH N91N NNUAN 111, All TRANSPORTATION
e,wNI u CHARMS MUST DE PREPAID
_ iNN Of uv
VI WO. -1 r`4 No n1 -1
I ` Aft OF I
wwN. Not .F.ew1,N. -.01 w.. tlnFNFF
•
NOTICE TOTAL AMOUNT
No toll will be paid unles,itemized am)altaclred WILY COUNTY OIPAOTNINT CENTFICATION
t0 Purchase Order with original bider.
.,N My 105,,05 Nm.:and ft.ymrcw Ns"q 40.1..05 0.0.
n0.•0.O 1M 11111'hey CO,0ONN on s.4sl.cloty 1n.0.0.f 101
UN.w..11.0055 05,UIO
TINE NINA Nu•t Y 1105..!N ANA Creel Ao4aNN AN OPINE
0001.0w... 5.4Me ler MuN..E --'---_. . '.•mrm..,w-.. __ ...___._
INPUT DOCUMENT
FINe1C11 1NV.e.N ONE OAT! ONCOUNT KT MENNEN 40404W!COO!
•
TOTAL. v
CASH OISBUNSFM►NT �..--. •
—_- --
c.• SAN .rwINT 1 moon,sl __... ...... ..
J1i1
WIVE—FINANCE YIIT. CANNON..VINY0S FINN-MI
g
•••); P-. 0 L.I.- - ��I C :• .:S. ::A N .D. PROCEDURES
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, .6 t..‘,741.,, . .
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V' , Sectionn:Purchasing'•-Policies .and Procedures
! Subject Sample — Regular'.Purchase ;Order-• .
; ORA7 Date 6/1/82 Page 45
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riAt(// PURCHASE ORDER
.. DEPARTMENT OF PURCHASING ,.
• PURCHASE ORDER NO,
PHONE 4303)3b4T-PIXIO
P O EIOX P R . _._
'COI,OR'ADO •
- GREELEY.COLORADO 97631 THIS No •MAUST'APPEAR.(TN INVOICE, O/l.-e.ASES.
. BUNDLES.PACNWO LISTS AND CORRESPONDENCE
• ALL TRANSPORTATION.CHARGES'MUST BE PRERAID • '
VENDOR.NO _--- .. _
VENDORNAME AHD ADDRESS SHIP T( ,•
- -'
•
. . DELIVERY'ATE TERMS
P.O.DATE SHIP fNSTRIICTIONS • DIPALtTMEN1.' _ �. 7
NAME
QUANTITY UNIT OD
JICCOUNT.C E UNIT PRICE AIItOtINT
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•
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Not Valid unless signed by TOTAL AMOUNT' '
. Purchasing Director or an: . •
• _-- . . ..
•
•Authorized Person THE ARTICLES SPECIFIED ARE SUBJECT TO THE FOLLOW/MO
CONDITIONS .
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I GOODS OTHER THAN THOSE SPECIFIED MUST NOT IN SUBSTITUTED
N C T I.C`E - .OR PRICES CHANGED WITHOUT AUTHORITATION
No bill will be paid unless itemized and att Ched 2 THE RIGHT OF CANCFtI AT1QN•IN CASE OF LONG DELAY IN
SHIPMENT IS RI SF1:ivI0
to Purchase Order with original order.' ' - 1 NO SPATS TAX on UST TAM F'!.HAI t. RE INCI UOED IN OR ADDED
TO PRICI;Of MA1I HMAI S ON TI IC(NTTN R
4 IF IHr: O1IANTIEY SHIPFM'O IS'fllr1r11 Or THE I'MITCHASM ORUI.R
This cap" Pepsi be relumod to Weld County Accounting UIlAr111Tv rd.;(:1!Y(1N Oil PACKING:A IP•IF THATDtIANTIIY IS ON
OIIIce MITI INolose d11■cMd log payment. BACK Mid H 4H(AIWA I I I D
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ORDERED BY _
ii115 HARINri A(,FNT
'POLICIES AND: .PROCEDURES
4 at Section :: Purchasing Policies and:Procedures
r : j
Subject sample - Requisition
COLORADODate ,_6/1/82 Page 46
DEPARTMENT OF PURCHASING
PHONE(303)3564000 EXT.221 : •
• P.O.Box 758
• e GREELEY.COLORADO 80632 •
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:COLORADO
ORADO
DATE — Name
Department No. Deliver to
riDEPARTMENT'REQUISITION FOR PURCHASE!I
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•
OUANTITY UNIT DESCRIPTION AND SPECIFICATION ACCOUNT CODE PRICE UNIT AMOUNT
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1. -
SUGGESTED 2.
VENDORS 3.
4.
DATE SCHEDULE I
(Do not wile In This space)
Bid Number_
Requisition Received
bid Opening Date Purchase Order No.
Date Ordered Dale of Purchase Order
Delivery.Date
1 -
VENDOR 1 WELD COUNTY DEPARTMENT CERTIFICATION
Street I certify that the above items are in accordance
City with current budget allowances.
State,`
INSTRUCTIONS
Return Wnrre Canary and Pine r��In Purerrasrnq —
Goldenrod rnmerne in nevRrtnw K Den:vrrn, rr Heed
POLICIES AND PRdCEDURES
"PI'. lei Section Purchasing Policies and Procedures
Subject Sample - Requisition for Inter-County Services & Supplies
'COLORADO Date b/1/82 _ Page 47
WELD COUNTY
REQUISITION FOR INTER-COUNTY SERVICES & SUPPLIES
(FIRST THREE COPIES TO SUPPLIER)
DATE •
DEPT# NAME NO. 4997
DELIVER TO •
QUANTITY , UNIT DESCRIPTION & SPECIFICATION ACCOUNT CODE UNIT PR AMOUNT
•
I certify that the above services and/or supplies TOTAL
are necessary for the proper operation of the ACCOUNT
County of Weld and to my knowledge funds are - CREDITED
available in the current budget. ACCOUNT
CREDITED
ACCOUNT •
CREDITED
ACCOUNT
CREDITED
Department Head .
RECEIVED BY: DEPARTMENT EMPLOYEE ORDER FILLED BY DATE
INSTRUCTIONS: ALL COPIES TO SUPPLIER. SUPPLIER UPON FILLING ORDER WILL SEND:
WHITE TO DEPT, CANARY TO FINANCE, PINK TO SUPPLIER
421-7Q_fn,
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