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Home My WebLink About820834.tiff RESOLUTION • RE: APPROVAL OF CHANGES TO THE BUDGET MANUAL AND INCORPORATION OF SAID CHANGES 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 changes to the Budget Manual dated June 1, 1982, consisting of an updated budget schedule and changes to the examples in the Manual to reflect the recent adoption of a new chart of accounts, and WHEREAS, the Board of County Commissioners deems it advisable to adopt the above changes to the Budget Manual dated June 1, 1982 and further, to incorporate said changes into the Administrative Manual. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado that the above stated changes to the Budget Manual be, and hereby are, adopted. BE IT FURTHER RESOLVED by the Board of County Commissioners that said changes to the Budget Manual shall be incorporated into the Administrative Manual and published by the Director of Finance and Administration for dissemina- tion 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. • BOARD OF COUNTY COMMISSIONERS ATTEST: WELD COUNTY, COLORADO ‘111 (1 /) Weld County Clerk and Recorder *17ihJ ' j!'7" "e and Clerk to the Boar n Martin, Chaitman Deputy County Clerk C uc Carlson, Pro-Tem /�JJ APPROVED AS TO FORM C:� f(G,••• Norman Carlson OCt O j 1�� 7, / County Attorney C. Kirby K. Steinmark 820834 / el POLICIES AND PROCEDURES I� SlleiSection _ Budget Manual WI Dc Subject Revision COLORADO Date 6/1/82 Page_— 1 In order to update your Budget Manual Section of the Administrative Manual, please make the following changes: REMOVE PAGE(S) : ADD/REPLACE WITH PAGE(S) : Budget Schedule dated 4/30/81 Budget Schedule dated 6/1/82 34 dated 4/30/81 34 dated 6/1/82 54 dated 6/2/80 54 dated 6/1/82 56 dated 6/2/80 56 dated 6/1/82 58 - 59 dated 4/30/81 58 - 59 dated 6/1/82 60 - 62 dated 6/2/80 60 - 62 dated 6/1/82 64 dated 4/30/81 64 dated 6/1/82 65 dated 6/2/80 65 dated 6/1/82 66 dated 4/30/81 66 dated 6/1/82 67 dated 6/2/80 67 dated 6/1/82 70 dated 6/2/80 70 dated 6/1/82 71 - 74 dated 4/30/81 71 dated 6/1/82 I. POLICIES AND PROCEDURES Section Purcbasing_Policies and Procedures 4111e Subject Table of Contents COLORADO Date--__61/82 -- - 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 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 ME:RCHANDIS!: 34 POLICIES AND PROCEDURES ri)V( ‘W' Airei Section Purchasing Policies and Procedures Subject_ Table of Contents COLORADO Date 6/1/8z ___.i. 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 POLICIES AND PROCEDURES �y ti Section_ _Purchasing Policies and Procedures 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-ill 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, commissions, and other spending agencies shall not exceed the amount fixed therefore in the budget adopted by the governing body. 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, hoard, 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 A itSection _Purchasing Policies and Procedures Subject Statement of Policy COLORADO Date 6/1/82 Page 4 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 assist in prompt 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 established 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 by 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 he 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 he in conflict with the State Statutes, the provisions of the State Statutes shall apply. It shall he 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 thereol , doing of ;;coking to do business with Weld County, loans (except with banks or other financial institutions) , services, payments, entertainment and POLICIES AND PROCEDURES O { Section Purchasing Policies and Procedures Subject Statement of Policy _ _, COLORADO 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 provisions of this section will be subject to disciplinary actions. POLICIES AND PROCEDURES ji }� 104Section Purchasing Policies and Procedures ElieSubject_Relationship with Vendor's Representatives COLORADO Date--------------------- — 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 PROCEDURES ?AltSection Purchasing Policies and Procedures ISubject Bids and Quotations r�� Date 6/1/82 — — page 7 COLORADO 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. No specifications shall 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 are 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 hid 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 AND PROCEDURES 1\ S ` Section Purchasing Policies and Procedures VintSubject Bids and Quotations COLORADO Date 6/1/82 -- — Page 8 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. 2. Location to obtain required bid documents. 3. Cost of bid 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 hid list. Invitations to bid shall be mailed to all appropriate vendors on the hid 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 AND PROCEDURES M t Section__ Purchasing Policies and Procedures Subject Bids and Quotations COLORADO Date 6/1/82 _ — —_ — Page — 9 After the bids are opened, the proposals shall be reviewed by the purchasing agent and the department head who initiated the requisition. The department head and the purchasing agent will make a recommendation to the Board of Commissioners. The final award of the bid will he approved by the Board of County Commissioners. All formal bids shall he submitted sealed and shall be publicly opened at the time and place indicated in the advertisement. Bidders are invited, but are not required 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 1I, 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 right 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: 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 Section_ Purchasinq_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 bid 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 PkOCEDURES Section PurchasinB_ Policies and Procedures Subject Cooperative Purchasing COLORADO Date 6/1/82 Page__ il 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 P R U C E D U R C S 'i' 4 Section Purchasing Policies and Procedures Subject Payments to Vendors COLORADO Dates_ 6/1/82 _- --- ---- Page %Z 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. -� POLICIES AND PROCEDURES Section Purchasing Policies and Procedures Subject Expenditures not Requiring Requisitions COLORADO Date 6/1/82 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. POLICIES AND PROCEDUREs 1j `40- "�1 ( Section_ _Purchasill Policies and Procedures WilkSubject Expenditures not Requiring Requisitions COLORADO Date-- 6/l/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 ANI) 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 Section Purchasing Policies and Procedures iillk Procedure p for Contract for Personal Services Sub �J In eCt 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 PRLJCEDURES ( (f s 136tl. Section Purchasing Policies and Procedures Procedure for Contract for Personal Services Subject or Independent Contractor COLORADO Date___ __ /sz 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 PROCEDURES CV f �� ► �.� \ Section Purchasing Policies and Procedures --- ' Subject Limited Purchase Orders Date 6/1/82 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 corner. 3. The white copy serves as a receiving ticket to support payment of the vendor's invoice. The white copy should he 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 PROCEDURES Section Purchasing Policies and Procedures IAUP C 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 ( & is 11.4 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. r' OLICIES AND PROCEDURES r) t 1 won Section Purchasing Policies and Procedures Subject_ Requisition COLORADODate 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, P.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 PROCEDURES ti ic; S it Section _Purchasing Policies and Procedures JIDcSubject Questioned Purchase Requisitions COLORADO Date ft/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) . POLICIES AND PROCEDURES I �k CISection_purchasing Policies and Procedures VipeSubject General Information for Requisitions COLORADO Date -----6/I/8z --- 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 he 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 PROCEDURES pSection Purchasing Policies and Procedures Subject How to Prepare a Requisition 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.) 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 he used. Examples: "To replace supplies", "To repair unit 01304 (Inc Truck)", and "To resurface county road 0/24". The requisitioner will state the specific delivery date required. Do not use such terms as "Rush", and "As Soon As Possible". POLICIES AND PROCEDURES ti '` 0 I lel Section._ Purchasing Policies and Procedures ' Subject How to Prepare a Requisition / Date 6/1/82 — Page 24 COLORADO -- --- ------ 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 P k O C E D U R E S ►� ' k+ � Section purchasing Policies and Procedures dll'Dc Subject Notice of Emergency Purchases_—_ COLORADO Date (1/1/82 _—..---____— Page-- zs 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 iff0 l `aW Section Purchasing Policies and Procedures Subject Cancellation or Change to a Requisition COLORADO Date-- 6/1/82 ----- -- Page 26 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 will then 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 PROCEDURES Section Purchasing Policies and Procedures -dine Subject Regular Purchase Orders 3 COLORADO Date 6/1/82 Page 27 --___________ 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 PROCEDURES � lei S2Ction__ purchasing_ Policies and Procedures SUbjeCt_ ivin ProceduresIiiO�. COLORADO Date 6/1/_82 _ 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 • awl Nei Section Purchasing Policies and Procedures VIIID a Subject Receiving Procedures —_ COLORADO Date 6/1/B2 - 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. P O L ICI E S AND PROCEDURES ,J, 43 . mi 1 Section Purchasin&Policies and Procedures V IP t 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 do not agree, all documents will he 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) . RY 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 PROCEDURES �� / Section _purchasing Policies and Procedures Subject Partial Receiving Ticket dilk COLORADO Date 6/1/82 Page 31 PARTIAL. RECEIVING TICKET The partial receiving ticket should he 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. POLICIES AND PROCEDURES • ) Section Purchasing Policies and Procedures Subject General Information Date 6/1/82 COLORADO __- - Page — 32 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 'iw , Section Purchasing Policies and Procedures Subject General Information Wilk 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. POLICIES AND PROCEDURES ", Y Section__ purchas4_Policies and Procedures ElkSubject Damaged Merchandise ' % COLORADO Date 6/1182 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 ].5 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. POLICIES AND PROCEDURES fi 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 the selection of materials which nre 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 a 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 association standards. POLICIES A N D P R u C E D U R E S & Section Purchasing Policies and Procedures Subject Disposal of Surplus Property COLORADO Date E11/8z-- --- Page 36 • DISPOSAL OF SURPLUS PROPERTY This procedure shall be used for disposing of all County owned material, equipment, and supplies except for 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 he 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 scaled 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 he 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 PROCEDURES �{/, ` Section Purchasing Policies and Procedures �II Ve Subject Disposal of Surplus Property COLORADO Date 6/1/82 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. Al] materials, supplies or equipment returned shall be reported to the purchasing agent. y� POLICIES AND PROCEDURES {" Section Purchasing Policies and Procedures Requisition/Purchase Order - Suggested V11 De Subject Filing for Departments COLORADO Date 6/1/82 -.— Page 38 REQUISITION/PURCHASE ORDER SUGGESTED FILINC 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 thn "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 PROCEDURES �� {i '1' Section _Purchasing Policies and Procedures Requisition/Purchase Order Suggested Subject Filing for Departments dll'Dc Date 6/1/82 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. POLICIES AND PROCEDURES lei Section Purchasing Policies and Procedures Subject Requisition for Inter-County Services and Supplies • COLORADO 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 PROCEDURES f 'W Section _Purchasinj Policies and Procedures Subject Requisition for Inter-County Services and Supplies COLORADO 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 $1/ — ? e 1 � Section _Purc_hasing Policies and Procedures [ : Wine Subject Code of Ethics _ __ COLORADO Date 6/1/82 -- Page 42 -- r MMMIe1pM11MeM '-�M yp '.� �� . � ^ <C i,�V�*.�iJ�.riN�ixa�ao�q�� Code of Ethics lg NATIONAL PURCHASING INSTITUTE, INCORPORATED(iiLj) ft "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 his own social responsibilities u 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 those 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. Ci A member has the obligation to keep his employer informed of the activities of N.Y.I. and to promote a better understanding of the ethics and functions of purchasing. f A member handles all personnel matters on a merit basin. Political, religious t and/or racial considerations carry no w.•ight in personnel administration of the organization represented. A member resists interference of control of personnel in order to preserve his .Y. integrity as a professional administrator. lie handles each administrative problem objectively,without discrimination of the basin of prinei plo and justice. - ii I oop-retie° with all organizations engaged in activities which develop and � further euhann. purchasing its a profession. 1 P1A15 e',Tithersubscribes to and supports the prul'essinnul objective. of the National ',Titheruruhnsing lnsirlute,lire. solid Wu�4ueuWWMW4eMsa,~e VuuWdnut4eWdWiMuWdWweWiw ntoss,W W owssatWtwKdwYwtlwaWd4Mu POLICIES AND PROCEDURES 1r! 1 Section Purchasing Policies and Procedures IiDeSubject Sample - Partial Receiving Ticket COLORADO Date -6/1/82 — — Page — 43 W I ID C PARTIAL RECEIVING COPY 91510TH SIlliEr POHO%].Sit THSlid.CO 0(1G:f1 PI IONE EIlEtI 350 4000 Ptillt'IASI ORDER NO COLORADO ...................._A,..._.. :, VINI.OR NAML AND ADIlHFS5 '""to . I. Vi'PAPUAN NI NMI _.._ r _._. _. VU•Ni1T UNIT I _ ACCOUNT CODE UNIT AMU AMOUNT Return:White end Canary to Accounting I TOTA,AMOUNT Pink remains In Department. - -INSTRUCTIONS TO RECEIVING I cmlily 10.11 100 telm% tlescnievl w received duff In.,poc tai by Pm. nlal n,e .wiyH Onanlint0 woe at 514041 and 10.n the t(MINI UM W.,vele.l.0 fury UN Pill.I.,nand ,m.., �,.,. w n.., u,n.,.l.I,.•.1 .,le POLICIES AND PROCEDURES .....,:i i( Section _ Purchasing.. Policies and Procedures WII'Dc Subject Sample - Limited Purchase Order ____ COLORADO Date 6/1/82 _--- Page -- 44 Cc {/1 LIMITED PURCHASE ORDER - No- 0..2`.' • •'� \ NOT TO EXCEED --$50.00 ,ra no%NiMMurw.....wl •J.•MI.11 Ail IN(:...1141;..wa Mt N YID o C •115 n.1.1!a it i I COLORADO mrw'VIII rn.Iw M.tra.ttruU WA Ail TRANSPORTATION WAN IOW w1 Nnn,1• CHAnI I S MUST LIE PREPAID nil emu LJ L M110 J _.In. VIM www.0 MN•••11 .lei.. TOTAL AMIOUNt NOTICE __. --._.. ... -_---- No tall will tW 08W 101N:Y.,le,t.pyt and.1 Il.11;lryt WIRD COUNTY OEPAATNENI CENTIFICATOIN 10 PUlchl.O Gtd01 with olglrrll ow, 1 I...IV.N.I IMO.INN:,r.l.r.......•....led l0..Ito I.w. ttr.r..l add Ilyt•M10 1001Al.a..I.s i..1'•.I:I,•lwy Mew.Int WWI am 0114.10*NOr..lt1 WIS.."Now*M.Nt110t0 M OW Coal,Ate0NMIOE OMka oft 4.ts00 N elnd We•••••••A. ,.raliw.•..M. "- INPUT DOCUMENT IIYOIRV I WY MIN OM MME IOCOWt oaf amount WX0W(COON II l ..- TOI A I I __. .. CA•.N 0150URSI MI NT F tr. Mfr IN11..t • * IWW.•EY rr ylrN MOTE—POUNCE OUT CANARY—mo0011 MN—N.E POLICIES AND PROCEDURES II T Section purchasing Policies and Procedures Subject Sample - Regular Purchase Order dlilc� Date 6/1/82 Page 45 ‘1:(14:*: PURCHASE ORDER DEPARTMENT OF PURCHASING W�`'�� PURCHASE ORDER NO PHONI.13eSl lS6ApfX1 FIG pfJ6 Q P O BOX)Se �LORA�� (IREFI F I' COI ORAD()61163, THIS On MUST APPS An ON INVOICE OIL. CASES BUNDI FS PACKING LISTS AND CORRFSPONOFNGE ALL TRANSPORTATION CHARGES MUST BE PREPAID VI 00011 NU VENDOR NAME AND ADDRESS ;Enr NI DI AVERY DATE IT PM; NI PAIHIM(NT P O DATE SHIP INSTRUCTIONS NAME k QUANTITY I UNIT f _ ACCOUNT CODE UNIT PRICE AMOUNT 1- Not Valid unless signed by TOTAL AMOUNT Purchasing Director or an -Authorized Person THE ARTICLES SPECIFIED ARE SUBJECT TO THE FOLLOWING CONDITIONS I GOODS OTHf P THAN TilllSF PiPI CIE IED MUST NOT BE SUBSTITUTED NOTICE OR PRICES GEIANCI D WITHOUT AUIHOBVATION No hill will bepaid THE BIGHT OF CANCFt I AVON IN CASE IN ICING DELAY IN unless itemized and attached SHIPMENT IS ICI SERVI I1 to Purchase Order with original order I NO SAI I Ti TAX(1n 1151 141111 THAI! 01 !WI WI!D IN(111 AIIDEII To NWT S(11 MAN 111A1'.UN IIIIS!AUKII n II IHI (JIIANIIIY ",1111'1'ID V'. ',Horn (if Till 1'1IMITAa (11111111 This copy must Pe returned to Weld County Accoundnp AlUU (Rv'll'I t;II Y nN 1111 eAGVINI II II'11 MAT OIIANTII Y IS ON Ollie*with invoices attached for WYmeni. HACK()WTI!lIR 1 AN,l I I! Arm,oy d by ORDERED BY I II14 in'.INII Nd NI POLICIES AND PROCEDURES jT S 1 Section purchasing_Policies and Procedures wokSubject Sample - Requisition COLORADO Date 6/1/82 pane 46 �e DEPARTMENT OF PURCHASING PHONE(309)356-4000SI 221 P O Boa 15e COLORADO GREELEY.COLORADO 90633 DATE__ ...... Name _ Department No .._ Deliver to WEPARTMENT REQUISITION FOR PURCHASE! QUANTITY I UNIT DESCRIPTION AND SPECIFICATION ACCOUNT CODE UNIT I PRICE AMOUNT 1 SUGGESTED 3 VENDORS 3 DATE SCHEDULE (Do not wrne in this space &d Number Requisition Received _--_- bid Opening Date Purchase Order No ____ Date Ordered Date of Purchase Order. - Delivery Date VENDOR WELD COUNTY DEPARTMENT CERTIFICATION Street_ I certity that the above ;toms are in accordance Oily with current Ludget allowances. State INSTPUr_r IONS nlnpnr�r,r r i.ins n iln-,arliv r• Il.n,r n..iii Hr.r7 POLICIES AND PROCEDURES ( 14p, Section purchasing Policies and Procedures Subject Sample - Requisition for Inter-County Services & Supplies COLORADO Date47 -- 611/82 - --_ - Page 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. CCOUNT CREDITED i ACCOUNT ( CREDITED !ACCOUNT CREDITED I_ 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 q21-'Q-nn, Hello