HomeMy WebLinkAbout841283.tiff 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 , 1984 , 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 , 1984 , and
further, to incorporate said section into the Administrative
Manual.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners 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 18th day of
June, A.D. , 1984 .
BOARD OF COUNTY COMMISSIONERS
ATTEST ELD COUNTY, COLORADO
Weld County Clerk and Recorder
and Clerk to the Board , Norman Carlson, Chairman
r
BY1
_ :7/( it �,.-,c AL/ J c u ine of nson, Pro-Tem
Deputy County Cltrk
APPROVED AS TO FORM: Genre Brantner
Ortalas17 ,-CroCCarlson
,77
County Atto ey � � ) sc�
J Martin
Reso. by F.O.
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POL I CI ES AND PROCEDURE'S
? 114 Section Purchasing Policies and Procedures
Subject Table of Contents
COLORA Date 6/1/84 Page 1
:c
TABLE OF CONTENTS
STATEMENT OF POLICY 3
RELATIONSHIP WITH VENDOR'S REPRESENTATIVES 6
BIDS AND QUOTATIONS
7
COOPERATIVE PURCHASING 11
PAYMENTS TO VENDORS 12
INVOICES FROM VENDORS 1#
EXPENDITURES NOT REQUIRING REQUISITIONS 14
PROCEDURE FOR CONTRACT FOR PERSONAL SERVICES
OR INDEPENDENT CONTRACTOR 16
SELECTION OF PROFESSIONAL SERVICES WHERE
BID IS INAPPROPRIATE 18
GENERAL INFORMATION 20
QUESTIONED PURCHASE REQUISITIONS 22
DAMAGED MERCHANDISE 23
PRODUCT STANDARDIZATION 24
DISPOSAL OF SURPLUS PROPERTY 2'3,
REQUISITION FOR INTER-COUNTY SERVICES AND SUPPLIES. . 21
NOTICE OF EMERGENCY PURCHASES 49
CODE OF ETHICS 30
WELD PURCHASING USER'S GUIDE 31
SIGN ON PROCEDURES 32
POLICILS AND PROCEDURES
r(+r+ �9 Section Purchasing Policies and Procedures
Subject Table of Contents
Wilk Subject
6/1/84__ Page 2
COLORADO - -
Page
REQUISITION 33
REGULAR PURCHASE ORDERS 39
SCRATCH PAD ENTRIES 41
RECEIVING PROCEDURES 42
SAMPLE OF FORMS 44
POLICIES AND PROCEDURES
1:A• � �p ( Section Purchasing Policies and Procedures
Subject Statement of Policy
COLORADO Date 6/1/84 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, 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 3-8(4) (m) of the Charter provides
that all contracts must be approved and executed by the Board of County
Commissioners. The Chairman of the Board shall sign all contracts.
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
P O L I C I E S AND P R O C E D U R E S
,,, ,,, _,
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{ '+i, Section Purchasin&_Policies and Procedures
WIIDc. Subject Statement of Policy
COLORADO Date 6/1/84 Page 4
•
adopted budget of Weld County. By utilizing a consistent policy of
purchasing procedures, Weld County's elected officials and department heads
will find it easier to comply with the provisions of the Colorado State
Statutes and Weld County Dome 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 hy 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 Director of Finance and
Administration.
Should any portion of this manual he 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
POLICIES AND PROCEDURES
illa
lsi Section Purchasing Policies and Procedures
ISubject Statement of Policy
9
W Date 6/1/84 -- - ----- Page 5
business with Weld County, loans (except with banks or othet
financial institutions) , services, payments, entertainment and
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
rt./ '+ Section Purchasing Policies and Procedures
Subject Relationship with Vendor's Representatives
COLORADO Date 6/1/84 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
rSect{ lei
ion Purchasing_Policies and Procedures
W IWillie Subject Bids and Ouotations
COLORADO Date 6/1/84 Page 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. 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 $2,000 shall be followed by a ten day period for
consideration and investigation of the bids submitted to
determine comparisons of quality and price. The Commissioners
shall accept the bid they find to be most beneficial to the
County.
Section 30-11-109, CRS, 1973, specifies that:
"Advertisement for bids on supplies. It is the duty of the board of
county commissioners in each county in this state to cause at least
one advertisement to be inserted in the official newspaper of its
respective county, under the heading of "stationery proposals", asking
for bids for the supplying, for one year, of all books, stationery,
records, printing, lithographing, and such other supplies,
specifically mentioning and describing them, as are furnished to the
several officers of the county, such advertisement to he published not
POLICIES AND PROCEDURES
+$ � Section Purchasing Policies and Procedures
Subject Bids and Ouotations
COLORADO Date 6/1/84 Page 8
less than twenty nor more than forty days prior to the opening of such
bids. Such advertisement may be published any time during the year as
the board deems most advisable. The publication of the advertisement
may be made in conjunction with any other county or the state, when
bids are asked on the supplies specified in this section."
Section 43-2-209, CRS, 1973, specifies that:
"Contract for work on highways - advertise for bids. In the event any
board of county commissioners desires to let out any work on the
county highways by contract, it may advertise in a legal newspaper in
the county or post a notice in the county courthouse, for a period of
not less than ten days before the contract is let, for sealed
proposals for performing the work. When a contract for work on
highways involves expenditure of five thousand dollars or more, the
board of county commissioners shall advertise in a newspaper as
provided in this section unless such advertisement, in the judgment of
the board would be detrimental to the immediate preservation of the
public peace, health, and safety. Such advertisement shall describe
the work to be done and its location and shall refer all persons to
the person holding the plans and specifications therefor, and such
contract shall he awarded to the lowest responsible bidder, the board
reserving the right to reject any bids proffered."
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.
Quotations and bids shall be based on established standards and
specifications whenever possible.
FORMAL BIDS (over $2,000)
All bidding shall he 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.
POLICILSIli 140'
AND PROCEDURES ri)J i ely.+ Section Purchasing Policies and Procedures
WilkSubject Bids and Quotations
COLORADO Date 6/1/84 Page 9
At the discretion of the Purchasing Director, 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 bid list. Invitations
to hid 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 he stamped with the date and time
received, initialed by the person receiving them, and filed until opened.
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 be 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 or as specified in the
POLICIES AND PROCEDURES
r" „U { 6, i,ectlon Purchasing Policies and Procedures
WIP e SUbjeCt Bids and Quotations
COLORADO Date 6/1/84 Page 10
bid documents. 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 Sections 30-2-109 through 112, CRS (1973) , 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 nay 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.
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 PROCEDURES
�10:(1/1" 1.4p,
Section Purchasing Policies and Procedures
Subject Cooperative Purchasing
WineDate 6/1/84 Page 11
COLORADO -- ----
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.
POI I f, 1 1 A fI D PROCEDURES
_____
r) /
�� Section Purchasing Policies and Procedures
Inc. Subject Payments to Vendors
COLORADO Date 6/1/84 Page 12
PAYMENTS TO VENDORS
All bills paid by Weld County fall into one of the following two
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 requisition and purchase order. (Every
purchase that does rot qualify under item 1 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 WRITTNG, DATED AND SUFFICIENTLY ITEMIZED TO
IDENTIFY THE EXPENDITURE.
POLICIES AND PROCEDURES
re
Section Purchasing Policies and Procedcres
Wig O e Subject Invoices from Vendors
COLORADO Date 6/1/84 Page 13
INVOICES FROM VENDORS
POLICY
Invoices will normally be sent directly from the vendor to Accounting.
Invoices received by operating departments should be forwarded to the
Accounting Department immediately upon receipt. 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. Tf the quantities and/or prices
do not agree, all documents will be placed in a holding file until
reconciled by the purchasing agent or the department head.
Invoices shall be paid en a timely basis for all items received. It is not
necessary that- the purchase order be completed to make payments. 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 normalcy paid on Monday or the iol ]owing week. If received by
11:0C a.m. on Tuesday, it is normally paid on Wednesday of the same week.
t, POLICIESS _ AND PROCEDURES
`iii]
{ Section Purchasing Policies and Procedures
W IWilk
Subject Expenditures Not Requiring Requisitions
COLORADO Date 6/1/84 Page 14
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. Advertisinpz. Advertisements piaceu 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 vile for authorized
travel on county business.
A. 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 hills,
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
j Section Purchasing Policies and Procedures
Subject Expenditures Not Requiring Requisitions
COLORADO Date 6/1/84 Page 15
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 page 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 a remittance copy of the invoice, if required, 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...,.
r4
{ `,, Section Purchasing Policies and Procedures
Procedure for Contract for Personal Services
WilkSubject or Independent Contractor
COLORADO Date 6/1/84 _-- Page 16 --
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
P OLICIES AND PROCEDURES
(fliC
( Section Purchasing Policies and Procedures
Procedure for Contract for Personal Services
WI Subject or Independent Contractor
COLORADO Date 6/1/84 Page 17
signed by the Chairman of the Board, who has been given previous blanket
authority by the full Board.
Colorado Revised Statutes and Section 3-8(4) (M) of the Home Rule Charter
require that all contracts must he 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 hid 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 A N D DU
0� Eif '.�,
{ +� Section Purchasing Policies and Procedures
WISubject`�OSheretBid is nappropriat Services
Where Bid is Inappropriate
COLORADO Date 6/1/84 page 18
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
other parties requested by the Board, shall review the
P D L I C f L S A N D P R Q C E D U R E S
i " Section Piirchas-ing Policies and Procedures
Illikii i 41 140.
SheretBid is Pnafpsoiriat Services
Subject Where Bid is Inapgropriate
COLORADO Date 6/1/84 Page 19
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.
POLICILS AND PROCEDURES
-1; a { Section Purchasing Policies and Procedures ,
111 Subject General_ Information
WilkDate 6/1/84 Page 20
COLORADO -------- ---
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 he worked out between departments and Purchasing, the Director of
Finance and Administration 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 he 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
beard 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 Beads.
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 reali:.e 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
POLICILS AND PROCEDURES
Section _9urchasing, Policies and Procedures
Subject General Information -_
COLORADO Date 6/1 /84 Page 21
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.
All requisitions that involve the purchase of computer equipment, word
processing equipment, software, or computer forms, will be referred to the
Director of Information Service for comment and coordination.
POLICIES AND PROCEDURES
---
"�s1� { lati Section Purchasing Policies and Procedures
WilkSubject Questioned Purchase Requisitions
COLORADO Date 6/1/84 —_— Page 22
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
6a71/
-‘Si Section Purchasing Policies and Procedures
'W
' Subject Damaged Merchandise
�P Date 6/1/84 _ Page 23
CO DO
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 he accepted by I.C.C. rules.
WARNING: DO NOT DESTROY DAMAGED ITEM, OR ANY PACKAGING MATERIALS.
POLICIES AND PROCEDURES r ( 1st----
Section Purchasing Policies and Procedures
WilkSubject _ Product Standardization COLORADO Date 6/1/84 ---- -- -_- -__ --- Page 24
-
PRODUCT STANDARDIZATION
On an as needed basis, Weld County standards committees will be established
by directive of the Board of Commissioneis. The purpose of the Weld County
standards committees will be 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 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 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.
P O L I C I E S AND PROCEDURES
�� U { +pi
--
Section Purchasing Policies and Procedures
S: ct
bje Disposal of Surplus_Property
WIiDc. te 6/1/84 e 25
COLORADO------- 3
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 be
formally advertised, 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 he used to the maximum extent possible. Revenue
received from said sales shall revert to the General Fund of Weld County,
except a:: 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
1L 11/4 7:—
NA41'
Section Purchasing Policies and Procedures
WWinkSubject Disposal of Surplus Property
COLORADO Date 6/1/84 Page 26
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 he 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 he sold, or otherwise disposed
of, without prior approval of the Board of County Commissioners and/or the
purchasing agent.
Nothing contained herein shall he 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.
In any library it is necessary to remove books (library's term, "weed")
which are no longer valuable in the collection. Reasons for removal may be
physical appearance, duplication, dated material , and lack of use.
Library books and non-printed materials shall be disposed as follows:
Materials removed, when in good condition, are first offered to other
public libraries within the County. The balance of the materials will be
offered for sale by the Friends of the Library with the remainder from that
sale offered for sale from the bookmobiles or main library. Revenue from
bookmobile or building sales would be returned to the Friends to support
their library projects. All materials removed will be marked as discarded
items.
POLICILS AND PROCEDURES
411
t It, Section Purcj sing Policies and Procedures
W IWilk
Subject Requisition for Inter-County Services and Supplies
COLORADO Date_ 6/1/84 _ _ Page 27
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 he 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
-1 { Idi
Section purchasing Policies and__Procedures _ _V
MeeSubject, Requisition for Inter-County Services and Supplies
COLORADO Date 6/1/84 _ _ Page 28
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
ri-DIS ' Section
_PurchaBiri Policies and Procedures
WII'Dc. Subject Notice of EmergencyPurchasesCOLORAD Date 6/1/84 _-- ----_ Page 29
NOTICE OF EMERGENCY PURCHASES
Only the Road Department, Sheriff, Communications, Office of Emergency
Management, Ambulance, Maintenance Departments, and Computer Services
are authorized to make purchases outside regular business hours, and
then only when failure to do so would result in cessation of vital
services.
EMERGENCY PURCHASES MUST BE JUSTIFIED TO AND ASSIGNED AN EMERGENCY
PURCHASE ORDER NUMBER 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.
REFERENCE SHOULD BE MADE TO THE VARIOUS OFFICE OF EMERGENCY MANAGEMENT
PLANS TO ASCERTAIN PURCHASING PROCEDURES DURING THE TIME OF VARIOUS
TYPES OF EMERGENCY OR DISASTER SITUATIONS.
P O L I C I E S AND PROCEDURES
` �
', Purchasing
- —
� Section Policies and Procedures
WCSubject Code of Ethics
COLORADO Date 6/1/84 Page 30
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Code of
Ethics
NATIONAL PURCHASING INSTITUTE, INCORPORATED
f�pG_ABrNO
p v
"Nobility—Proficiency—Integrity"
A member shall be loyal to his organization 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 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 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.
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
organization represented.
A member resists interference of control of personnel in order to preserve his
integrity as a professional administrator. Ire handles each administrative
problem objectively,without discrimination of the basis of principle and justice.
Cooperation with all organizations engaged in activities which develop and
further enhance purchasing as a profession.
A member subscribes to and supports the professional objectives of the National
Purchasing Institute,Inc.
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POLICIES AND PROCEDURES
T: Section_Purchasing Policies and Procedures
VibeSubject Sign-On Procedures
COLORADO Date 6/1/84 -- ^_ Page 32
SIGN-ON PROCEDURES
To sign on to the purchasing system:
1) Type 'CSSN' - depress the enter key
2) Fill in name and password - depress the enter key
A successful sign-on has been completed when he message 'sign on is
complete' is displayed.
To access the on-line purchasing system:
1) Type 'DMSAWPR01' — depress the enter key
The purchasing system main menu should now display. (DMXWPR01)
POLICILS AND PROCEDURES
riii. .L
/ 41'
"ISection Purchasing Policies and Procedures
' Subject Requisitions
ns
COLORADO Date 6/1/84 Page 33
REQUISITION
POLICY
The purchase requisition is the basic authorization 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
provided to Purchasing. Using department should furnish the brand
name and model number for Purchasing to use in obtaining an equivalent
item as outlined in the following procedures.
The Purchasing Department will complete the requisition by obtaining
bids, selecting the lowest and best bidder, with approval of the
department head, inputting 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.
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.
A requisition worksheet is available for departments to use in
compiling information for input for more complicated purchases. The
information can be compiled prior to inputting the requisition into
the on-line purchasing system. The requisition worksheet is not
required and is only provided as a convenience to departments.
All requisitions must be authorized by the Department Head/Elected
Official or his authorized representative. The Department
Head/Elected Official shall not authorize requisitions for items that
POLICIES AND PROCEDURES
r --- N
{� �eti \ Section PurchasiuL Policies and Procedures
WIIDc Subject Requisitions _
COLORADO Date 61184_-- ----__-- Page 34
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.
Accounting must certify that funds are available prior to the order
being placed with vendors. Accounting will also insure that the
accounts are properly coded. If not coded properly Accounting will
notify the Department Head/Elected Official prior to any change in
recoding of accounts.
REQUISITION OVERVIEW
The following are the steps to follow to enter a requisition:
1) Add a requisition header (make note of the requisition
number)
2) Add requisition items
3) Authorize the requisition with department head authorization
code
The following describes the step by step procedures needed to enter a
requisition.
STEPS TO ENTERING A REQUISITION
CREATING A REQUISITION HEADER:
I. Select option "E" off of the purchasing main menu. (DMXWPROI)
2. Select option "A" off of the requisition menu. (WPRMENI4)
3. Select option "A" off of the requisition header menu. (WPRMEN15)
Now the requisition header add screen should be displayed. (WPRADD11)
1 . Select option "A" off of the requisition header add screen.
POLICIES AND PROCEDURES
f Section Purchasing Policies and Procedures
Subject Requisitions
COLORADO Date 6/1/84 _ Page 35
The required fields on the requisition header are:
A. Requisition Description
B. Fund/Department
C. Requested by name
D. Requested delivery date
E. Emergency status
F. Ship to code (obtain code from Purchasing, if unknown)
The optional fields on the requisition header are:
A. Attention of name
B. Suggested vendors
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 he 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.
If a suggested vendor does not have a vendor number assigned call
Purchasing for a new vendor number. Existing vendor numbers can be
obtained through a browse of the qualification subsystem of the
Purchasing on-line system or through the vendor browse of the
Accounting system, if you do not already know it.
After all of the fields are filled in, depress the enter key. The
question "Is this the information you wish to add?" will appear when
all of the fields are correct. Verify all fields for accuracy.
Answer "Y" if everything is correct. Answer "N" if an error is
detected and correct the error.
The message "record added" will display when the requisition header
record is created. A requisition number will be displayed after the
add.
** For further assistance, please use the help system.
POI I CIF r, AHD PROCEDURES
r$ .„
i � Section Purchasing Policies and Procedures
Subject Requisitions
WineDate 6/1/84 Page 36
COLORADO
CREATING REQUISITION ITEMS:
1 . Select option "B" off of the requisition header and screen.
(WPRADD11)
(The requisition item add screen will also be displayed by
selecting option "A" and the requisition number from the
requisition item menu — WPRMEN16)
Now the requisition item add screen should be displayed. (WPRADD12)
1. Select option "A" off of the requisition item add screen.
The required fields on the requisition item are:
A. Quantity -
B. Account number (include the year)
C. Description (a maximum of 15 lines) Present the item desired
clearly as to size, color, type, grade, etc.
Notes concerning groups of items ordered should be put on the
last item of the group that is ordered. If the specification of
the item cannot he included in the 15 lines of the description,
forward a copy of the detailed specification to Purchasing
referencing the requisition number entered. Put "see attached
specifications" as part of the description i.n cases where
detailed specifications are submitted.
The optional fields on the requisition item are:
A. Commodity number
B. Package size
For items with existing commodity numbers the commodity number can he
obtained by referring to the Commodity Sub—system which is option "A"
of the main menu. The commodity system contains a number of inquiry
options, any one of which may he used to obtain detailed information
about a commodity.
After all of the fields are filled in, depress the enter key. The ---
question "Is this the information you wish to add?" will appear when
all of the fields are correct. Verify all fields for accuracy.
Answer "Y" if everything is correct. Answer "N" if an error is
detected and correct the error.
•
POLICIES AND PROCEDURES
ripici
�) Section Purchasing Policies and Procedures
Subject Requisitions
COLORADO Date 6/1/84 Page 37
The message "record added" will display when the requisition item
record is created. The next item can be added at this time.
** For further assistance, please use the help system.
AUTHORIZING A REQUISITION:
1. Select option "E" off of the requisition header menu and enter
the requisition number. (WPRMENI5)
Now the requisition authorization screen should display. (WPRUPD11)
1. Select option "A" off of the requisition authorization screen.
The required fields to authorize a requisition are:
A. Authorization Code - Each person authorized by an Elected
Official or Department Head to make purchases must receive an
authorization code from Purchasing.
After authorization code is filled in, depress the enter key.
The message "requisition authorized" will appear when the
authorization is complete.
In the event a cancellation or change to a requisition is required,
the authorization must be cancelled, the change made and the
requisition reauthorized while the requisition is still in requisition
header status 1-4. Once the requisition is in requisition header
status 5 or above the department must contact Purchasing concerning
any change of the requisition or cancellation.
LOCATING A REQUISITION
Requisition header records may be browsed by fund/department and
status.
When browsing requisition headers, limited information is displayed.
To see all of the requisition header information an inquiry can be
done. The keep option allows the requisition number to he retained
for updating the header, adding or updating items, or browsing items.
POLICIES AND PROCEDURES
r(/ Section Purchasing Policies and Procedures
WilkSubject_Requisitions
COLORADO Date 6/1184 Page 38
The browse by fund/department enables each department to locate all of
their requisitions. To browse by fund/department, enter the fund (and
department if needed) . If a requisition number is entered, the browse
will start with the entered requisition within the department. If a
requisition number is not entered, the browse will start with the
first requisition for the department.
The browse by status enables each department to see the progress on
the requisition. To browse by status, enter the status and a
requisition number (optional) . If a requisition number is entered,
the browse will start with the entered requisition in that status. If
a requisition number is not entered, the browse will start with the
first requisition for that status.
Following is a list of requisition header and item status.
REQUISITION HEADER STATUS
01 Department added emergency
02 Department added normal
03 Department authorized emergency
04 Department authorized normal
05 Purchasing received emergency
06 Purchasing received normal
07 Purchasing approved emergency
08 Purchasing approved normal
09 Inactive
10 Completed and closed
11 Voided
12 Deleted
REQUISITION ITEM STATUS
1 Assign to bid
2 Assign to vendor
3 Assign to purchase order , _
4 Open - receiving
5 Received
6 Voided
{ / `�
POLICIES AND PROCEDURES
( Section Purchasing Policies and Procedures
Subject Regular Purchase Orders
COLORADO Date 6/1/84 Page 39
PURCHASE ORDERS
PURCHASING DEPARTMENT
The Purchasing Department shall complete the purchase order process
through the on-line system. Purchasing will send a copy of the
Purchase order to the vendor authorizing the purchase. The ordering
department or office will receive a Receiving Document.
Before any distribution of copies is made, Accounting shall review all
purchase orders and certify that funds are available within the
department budget by encumbering the purchase order.
DEPARTMENT RESPONSIBILITY
It shall be the department's responsibility to keep unfilled Receiving
Documents 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 Receiving
Document to the Purchasing Department immediately after merchandise is
received. A separate section on procedures for receiving appears in
the manual.
All invoices should be sent by the vendor directly to Accounting. In
the event a department receives an invoice forward it to Accounting
immediately.
Any comments (good or bad) regarding the products or vendors should be
sent to Purchasing in writing for inclusion on the qualification
sub-system for future reference.
BROWSING A PURCHASE ORDER
Requisition items may be browsed in the purchased order sub-system by
purchase order number or requisition number. The purchase order
header information may be browsed by purchase order number or status.
POLICIES AND PROCEDURES
rfit '
I { lei Section Purchasing Policies and Procedures
Subject Regular Purchase Orders
W�`P DCOLORADOate 6/1/84 Page 40
The browse of purchase order items enables the user to look at all of
requisition items assigned to a purchase order. To browse purchase
order items, enter the purchase order number. (Purchase order number
can be obtained by looking at the receiving document. )
The browse by requisition number enables the user to see the progress
being done on each requisition item and the purchase order each item
was assigned. To browse requisition items, enter the requisition
number.
The browse of purchase order headers by purchase order number enables
the user to locate purchase order numbers and inquire on the status.
To browse purchase order headers by purchase order number, a purchase
order number may be entered.
The browse of purchase order headers by status enables the user to see
the progress being done on the purchase order. To browse the purchase
order headers by status, enter the status. (A purchase order number
may be entered. )
Following is a list of purchase order header status.
PURCHASE ORDER STATUS
1 Active
2 Ready for approval
3 Approved by Accounting
4 Encumbered and receiving document printed
5 Print duplicate receiving
6 Purchase order received
7 Purchase order voided
•
POLICIES AND PROCEDURES
"�� { Section Purchasing Policies and Procedures
WlinO a Subject Scratch Pad Entries
COLORADO Date 6/1/84 Page 41
BROWSING SCRATCH PAD ENTRIES
Scratch pad entries may be browsed by commodity number, bid number,
purchase order number, requisition number, and vendor number.
The browse by commodity number enables the user to look at all of the
comments made about a specific commodity. To browse by commodity
number, select one of the browse options off of the scratch pad
commodity menu. (Commodity number and date may be entered.)
The browse by bid number enables the user to look at all of the
comments made about a specific bid. To browse by bid number, select
one of the browse options off of the scratch pad bid menu. (Bid
number and date may be entered.)
The browse by purchase order number enables the user to look at all of
the comments made about a specific purchase order. To browse by
purchase order number, select one of the browse options off of the
scratch pad purchase order menu. (Purchase order number and date may
be entered.)
The browse by requisition number enables the user to look at all of
the comments made about a specific requisition. To browse by
requisition number, select one of the browse options off of the
scratch pad requisition menu. (Requisition number and date may be
entered.)
The browse by vendor number enables the user to look at all of the
comments made about a specific vendor. To browse by vendor number,
select one of the browse options off of the scratch pad vendor menu.
(Vendor number and date may be entered.)
POLICIES AND PROCEDURES
^+r $ { Section Purchasing Policies and Procedures
WI`P�• Subject Receiving Procedures
COLORADO Date 6/1/84 Page— 42
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/Elected Official 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
Department Head or Elected Official will:
1. Write in the date received on the line provided on the Receiving
document
2. Write the remittance vendor number on the space provided if the
department knows the number, if not leave blank.
3. Complete the quantity received section for each item by writing
the exact amount received in the column labeled "Quantity
Received".
4. By comparing quantity ordered to quantity received, indicate
under the column headed "Final/Part Received", a "P" for partial
and "F" for full.. Note: In cases where only a partial order is
received a new Receiving Document for the remainder of the order
•
POI_ I C i L s AND PROCEDURES
'4°
Section Purchasing Policies and Procedures
WI`P Subject Receiving Procedures
COLORADO Date 6/1/84 Page 43
will be sent to the department upon receipt of the original
Receiving Document.
5. Contact Purchasing immediately regarding defective material,
shortages, wrong quantities or material. Do not forward
receiving copy to Purchasing until satisfied with order. (See
Section on Damaged Merchandise under General Information) .
Purchasing will put comments on qualification sub-system to
record complaints.
PURCHASTNG 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. Notify
Accounting of any item that will not be paid for on the Purchase
Order.
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
ril7;‘
' Section Purchasing Policies and Procedures
Subject Sample - Requisition for Inter-County Services & Supplies
COLORADO Date _6,' t/84 pale 44
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 I TOTAL
are necessary for the proper operation of the iCOUNT
County of Weld and to my knowledge funds are CREDITED
available in the current budget. ACCOUNT
CREDITED
ACCOUNT
CREDITED
ACCOUNT
Department Head -
{ CREDITED I
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
q2t-7Q-nm
POL I_ C I ES - AND PROCEDURES
S .1 `
Section Purchasing Policies and Procedures
11lige Subject sample - Purchase Order
COLORADO Date 6/1/84 _ Page 45
PURCHASE ORDER
PAGE 1 WELD COUNTY DEPARTMENT OF PURCHASING
DATE 05/18/84 PHONE (303) 356-4000 EXT 4221 PURCHASE ORDER NO. 400004
915 TENTH STREET
GREELEY, COLORADO 80631
THIS NO. MUST APPEAR ON INVOICE
B/L, CASES, BUNDLES, PACKING
ALL TRANSPORTATION CHARGES MUST BE PREPAID LISTS AND CORRESPONDENCE
VENDOR NO. 001937
I VENDOR NAME AND ADDRESS 1 SHIP TO I
IKOMAC PAINT6DECORATING CO I PURCHASING
12672 11TH AVE 1915 10TH STREET 1
'GREELEY CO 13RD FLOOR CENTENNIAL BLDG
i I GREELEY, CO
I 80631 I 80631 I
I I ATTN: PEGGY I
DELIVERY DATE: 06/01/84
1 QUANTITY I UNIT I UNIT PRICE I • AMOUNT • I
I 10.0 I GL I 25.0000 1 $250.00
001 ENAMEL PAINT-NON SMUDGE PROOF-WASHABLE-AND COLOR FAST-BRIGHT ORANGE AND
NOT UGLY PUMPKIN.
I TOTAL_ AMOUNT $250.00 I
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
PURCHASE ORDER NOT VALID WITHOUT SIGNATURE OF PURCHASING DIRECTOR
XXXXXX.XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
*THE: ARLICLES SPECIFIED ARE SUBJECT TO THE FOLLOWING * BILLS WILL BE PAID OFF
*CONDITIONS * OF ORIGINAL INVOICES
*i . GOODS OTHER THAN THOSE SPECIFIED MUST NOT BE * ONLY, WHICH MUST BE
*SUBSTITUTED OR PRICES CHANGED WITHOUT AUTHORIZATION.* SENT TO
* '. THE RIGHT OF CANCELLATION IN CASE OF LONG DELAY * WELD COUNTY ACCOUNTING
*IN SHIPMENT IS RESERVED. * P.O. BOX 758
*3. NO SALES TAX OR USE TABLE SHALL BE INCLUDED IN OR* GREELEY, CO 80631
*ADDED TO PRICES OF MATERIAL ON THIS ORDER. * •
*4. IF THE QUANTITY SHIPPED IS SHORT OF THE PURCHASE *
*OR0E::R QUANTIFY. SPECIFY ON THE: PACKING SLIP IF THAT *
*OUAN111I IS ON BAC1'. ORDER OR CANCELLED. * AUTHORIZATION
i
POI_ I C E S A N D PROCEDURES
i1 ��
(11.
Subject_SeCt10npllrsh3sing Policies and Procedures
VII'Vc Samoic _ Receiving Document
COLORADO Date 6/1/84 Page 46
PROGRAM: WPP930P WELD COUNTY RECEIVING DOCUMENT RAGE: I
RUN DATE: 05/23/84 PURCHASE ORDER NUMBER: 400004 PUN TIRE: 17:20:07
FUND: 01 DEPT: 1153 DEPARTMENT: PURCHASING
PURCHASE ORDER DESC: ORANGE PAINT SHIPPING LOCATION: PURCHASING
PURCHASE ORDER TYPE: OTHER AUTIOR IL ED FREIGH❑ NO
PURCHASE ORDER DATE: 05-18-84 AUTHORIZED OVERAGE: NO
EXPIRATION DATE: VENDOR NUMBER: 001937
RECEIVING DATE: ____________ REMITTANCE PEMITTANCE VENDOR NUMBER:
ITEM COMMODITY BID 810 ENCUM/EXP UNIT QUANTITY QUANTITY NET FINAL/PART
NUMBER NUMBER ACTION NUMBER ACCOUNT PRICE ORDERED RECEIVED PRICE RECEIVED
001 PTIN300001 IN 400009 840111536320 125.0000 10.0 .0 5250.00
DESCRIPTION: ENAMEL PAINT-NON SMUDGE PROOF-WASHABLE-AND COLOR FAST-BRIGHT ORANGE ANO
NOT UGLY PUMPKIN.
DEPARTMENT HEAD
46(!/ McillIORAnDth
������• To Weld County Council Date June 7, 1984
COLORADO From Board of County Commissioners
subject: Personnel/Grievance Procedures
On two occasions the County Council has referred former employees to
Personnel for Grievance information. In both instances, the employees
were well outside of the procedures established by County Ordinance
118, Weld County Personnel Policy Handbook, which reads on page 14:
"The employee has fifteen (15) days from the date of incident to
notify the department head/elected official in writing of a grievance
as specified in paragraph C below. Failure to notify the department
head/elected official within fifteen (15) days shall constitute a
stale grievance and waiver of grievance right for the incident. "
The action by the Council in referring these former employees to
Personnel for grievance action could result in some false hope and/or
a breach in the ethical conduct of Personnel Management not to mention
the real potential for litigation when established policies are not
followed to the letter of the ordinance. We would appreciate your
cooperation in this matter in the interest of Weld County administration.
WELD COPITY COMMISSIODE4S
o CU E
JUN 71984 LI
GREELEY. COLO.
J u l r G
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