HomeMy WebLinkAbout820836.tiff RESOLUTION
RE: ADOPTION OF AMENDMENT TO PURCHASING 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 and
the Purchasing Director have developed a policy concerning the
selection of a policy concerning the selection of professional
services at the request of the Board of County Commissioners ,
and
WHEREAS , the Board of County Commissioners have considered
the policy and deem it advisable to adopt the above policy
concerning the selection of professional services and adding it
to the Purchasing Manual.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County that the attached policy
concerning the selection of professional services for Weld
County is hereby adopted.
BE IT FURTHER RESOLVED by the Board of County
Commissioners that said policy shall be incorporated into the
Purchasing Section of the Administrative Manual and published
by the Director of Finance and Administration for dissemination
to all County Departments and offices.
The above and foregoing resolution was, on motion duly
made and seconded, adopted by the following vote on the 30th
day of August, A.D. , 1982 .
(J Qrtewsi BOARD OF COUNTY COMMISSIONERS
ATTEST: �+^^ ^ WELD COUNTY, COLORADO
Weld County Clerk and Recorder
and Clerk to the Boa
J n T. Martin, Chairman
Lt./ ,A ( - (4
Deputy Clerk
APPROVED AS TO FORM: C uck Carlson, ro Tem
V las-s- Norman Carlson
County Attorney
<//,
Kirby
ei r
820836
POLICIES AND PROCEDURES
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j[ � Section Purchasing Policies & Procedures
a �`F�9 � Subject Table of Contents
I✓ �' Date 8/30/82 Page 1
COLORADO
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
SELECTION OF PROFESSIONAL SERVICES WHERE
BID IS INAPPROPRIATE 16 1 - 16.2
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
POLICIES AND PROCEDURES
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[E E Subject Table of Contents
ii Cii"' Date 8/30/82 Page 2
COLORADO
PARTIAL RECEIVING TICKET 31
GENERAL INFORMATION 32 - 33
DAMAGED MERCHANDISE 34
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
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POLICIES AND PROCEDURES
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Section Purchasing Policies & Procedures
Subject Selection of Professional Services
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COLORADO• Date 8/30/82 Page 16. 1
SELECTION OF PROFESSIONAL SERVICES
WHERE BID IS INAPPROPRIATE
In the event that professional services are needed by a Weld County
department or office and it is either inappropriate or impractical to get a
firm bid or proposal, the following procedure shall be utilized:
1. A bid conference will be held to discuss the project or
service with perspective bidders.
2. A request for proposal in writing will be developed and
distributed to all bidders describing the scope of service
or project, information requested, and dates of submission.
3. In all cases the proposals at a minimum shall provide:
A. Scope of work as understood
B. Qualifications of bidder
C. Estimated range of time or effort
D. Rate structure to charge county
E. Copy of contract (if available) proposer would
want to use
F. References for similar jobs
4. Upon receipt of the proposals, the Purchasing Director and
Department Head or Elected Official shall review all
proposals and, where necessary, interview the top
candidates.
5. For proposals under $2,000 the Department Head or Elected
Official and Purchasing Director together with the Board and
any other parties requested by the Board, shall review the
proposals and as needed, interview the proposers in a work
session. The Board will then select the successful bidder
that is the most economical and qualified proposer that can
serve the needs of Weld County.
6. For proposals over $2,000 the proposals shall be presented
to the Board at a regular meeting and during the 10-day
consideration period the Purchasing Director and Department
Head or Elected Official, together with the Board and any
POLICIES AND PROCEDURES
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i Dabject Selection of Professional Services
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other parties requested by the Board, shall review the
proposals and as needed, interview the top bidders for
consideration for final selection. The Board will then
select the successful bidder in a regular Board meeting that
is the most economical and qualified proposer that can serve
the needs of Weld County.
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