HomeMy WebLinkAbout900908.tiff RESOLUTION
RE: REVISIONS TO PURCHASING SECTION OF 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, on October 3 , 1990 , the Board considered certain
revisions to the Purchasing Section of the Administrative Manual,
and
WHEREAS , the Board deems it advisable to approve said
revisions, with a copy of said section being attached hereto and
incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County, Colorado, that the revisions to the
Purchasing Section of the Administrative Manual be, and hereby
are, approved.
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 3rd day of
October, A.D. , 1990.
n T
� C n d BOA COUNTY COMMISSIONERS
ATTEST. A 2 / /Iv ✓ ✓�- - WE LINTY, COLO O
Weld County Clerk to the Board
Gene R. Brantn r, airman
'1
1 _ �
� cam, Cep Geor a K Pro-Temen edy, em
eputy Clerk to e Board
APPROVED AS TO FORM: onstance L. Har r
C.W. Rir
/
County Attorney �
GoraTo . Lacy -
900908
POLICIES AND PkuCEDURES
••� t 1, , Section Purchasing Policies and Procedures
11111% Subject Tahla of Contents
COLOAA Date h/l /en Page 1
TABLE OF CONTENTS
Pate
STATEMENT OF POLICY 3
RELATIONSHIP WITH VENDOR' S REPRESENTATIVES 6
BIDS AND QUOTATIONS 7
COOPERATIVE PURCHASING 12
PAYMENTS TO VENDORS 13
INVOICES FROM VENDORS 14
EXPENDITURES NOT REQUIRING REQUISITIONS 15
PROCEDURE FOR CONTRACT FOR PERSONAL SERVICES
OR INDEPENDENT CONTRACTOR 18
SELECTION OF PROFESSIONAL SERVICES WHERE
BID IS INAPPROPRIATE 20
GENERAL INFORMATION 22
QUESTIONED PURCHASE REQUISITIONS 23
DAMAGED MERCHANDISE 24
PRODUCT STANDARDIZATION 25
DISPOSAL OF SURPLUS PROPERTY 26
NOTICE OF EMERGENCY PURCHASES 28
CODE OF ETHICS 29
WELD PURCHASING USER'S GUIDE 30
SIGN ON PROCEDURES 31
POLICIES AND PROCEDURES
;it)?lo • lei Section _Purchasing PnliriPs and Prosedures
Subject TahlP of rnntPrts
111114
COLORA Date 6/1/go Page 2
P, aee
REQUISITION 32
REGULAR PURCHASE ORDERS 38
SCRATCH PAD ENTRIES 40 .
RECEIVING PROCEDURES 42
SAMPLE OF FORMS 44
POLICIES AND PROCEDURES
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I le SECt10l1 Purchasing Policies and Procedures
Subject Statement of Policy
Wilk
COLORADO Date 6/1/90 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
POL_ I CI ES AND PROCEDURES
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p�c ,G;.,g Pnlac and Procedures
Subject Statement of Pnliry
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COLORA Date_______ ��� i4n 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 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 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 be in conflict with the State Statutes,
the provisions of the State Statutes shall apply.
It shall be deemed a violation of this manual for any Weld County personnel
to:
1. Seek or accept, or to offer to provide, directly from or to any
individual, partnership, association, corporation, or other
business entity or representative thereof, doing or seeking to do
business with Weld County, loans (except with banks or other
POLICIES AND PROCEDURES
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WIER O Subject Statement of Policy _
COLORA� Date 6/1/90 Page 5
financial institutions) , or a gift of substantial value or
substantial economic benefit tantamount to a gift of substantial
value as defined by Section 24-18-104, CRS, 1973. Failure to
comply with the State Code of Ethics per Sections 24-18-101
through 113 shall be a violation of state statute and this
manual.
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.
Any employee found in violation of the provisions of this section will be
subject to disciplinary actions.
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POLICIES AND PRICEDURES
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I lei Section Purchasing Policies and Procedures
1111kSubject Relationship with Vendor's Representatives
COLORADO Date 6/1/90 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
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$eCtlOfl Pa-chasine Policies and Procedures
O Subject Bids and Quotations
COLORA� Date 6/1/90 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 in excess of an amount to be set annually by the
Board of County Commissioners by ordinance shall be by written,
sealed bid and bids over the amount set annually by ordinance by
the Board of County Commissioners shall be followed by a ten-day
period for consideration and investigation of the bids submitted
to determine comparisons of quality and price. The ten-day
waiting period may be waived by resolution of the Board for
emergency purchases. 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,
POLICIES AND PRuCEDURES
`1ml Section Purchasing Policies and Procedures
WispSubject Bids and Quotations
COLORA Date 6/1/90 Page 8
specifically mentioning and describing them, as are furnished to the
several officers of the county, such advertisement to be published not
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 bid. 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 be 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
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 over the amount
established by the annual purchasing ordinance shall be followed by a
period for consideration and investigation of the bids submitted to
POLICIES AND PROCEDURES
'• ` Section_ purchasing Policies and Procedures
11111 Subject Bids and Quotations _
COLORA Date 6/1/90 Page 9
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.
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 bid shall be mailed to all appropriate vendors on the 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.
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 be submitted sealed or by facsimile transmission and
shall be publicly opened and disclosed at the time and place indicated in
POLICIES AND PROCEDURES
I i� `+"wit Section Purchasing Policies and Procedures
Subject Rids and ()notations
COLORADO Date 6/1/90 Page 10
the advertisement or as specified in the bid documents. If bids are
submitted by facsimile transmission, the vendor must include the following
statement, "I hereby waive my right to a sealed bid". Bidders are invited,
but are not required to attend the bid opening.
QUOTATIONS/INFORMAL BIDS
On purchases of goods or equipment other than those supplies purchased
pursuant to Sections 30-11-109-112, CRS, 1973, greater in value than $200,
but less than the amount established by the annual purchasing ordinance per
Section 14-9 of the Home Rule Charter, 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 the amount
established by the annual purchasing ordinance 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 commodity records.
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.
7. Items under $200 may be acquired without quotes by Purchasing
from a vendor in order to expedite the procurement of small
purchases for departments and save the purchasing department
POLICIES AND PROCEDURES
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1, '� SeCt9071 Purchasing Policies and Procedures
Subject Bids and Quotations
COLORA� Date 6/1/90 Page 11
personnel time for larger more complicated buying.
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.
In the event items do not meet specifications required by the bid document,
Purchasing may reject the bid or, at their discretion, ask for additional
documentation from the vendor regarding evidence of why the alternate will
satisfy the need. If documentation justifies, the County may invite vendor
to provide a demonstration. Based upon data and/or demonstration,
Purchasing may accept alternative bid with the approval of the Director of
General Services.
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rici?ei, ...., Section Purchasing Policies and Procedures
WilkSubject Cooperative Purchasing _
COLORADO Date_ 6/1/90 Page 12
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 PROCEDURES
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Section Purchasing Policies and Procedures
1111 O Subject Payments to Vendors
COLORADO Date 6/1/90 Page 13
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 not qualify under item 1 must be covered by a
requisition and purchase order) .
3. With the approval of the Director of Finance and Administration,
an expenditure without a requisition and purchase order may be
paid if circumstances warrant it in his opinion.
NO DEMAND FOR MONEY AGAINST THE COUNTY SHALL hE APPROVED, ALLOWED, AUDITED
OR PAID UNLESS II SHALL BE IN WRITING, DATED AND SUFFICIENTLY ITEMIZED TO
IDENTIFY THE EXPENDITURE.
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POLICIES AND PROCEDURES
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'11 I .lid Section purchasing Policies and Procedures
1111k Subject Tnvoirps From Vendors _
COLORADO Date o/1 /90 Page la
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. If 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 on 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 THEY ARE NEVER INCLUDED 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
404
*WS Section Purchasing Policies and Procedures
W��P Subject Expenditures Not Requiring Requisitions
COLORA Date 6/1/90 Page 15
EXPENDITURES NOT REOUIRING 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. (Non-profit agencies, 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,
pathologists.
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. Postaee. Stamps, postage paid envelopes, or postcards.
9. Rent payments. Monthly rental payments on office equipment,
buildings, vehicles, etc.
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POLICIES AND PRQCEDURES
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Section Purchasing Policies and Procedures
W�`� Subject Expenditures Not Requiring Requisitions
COLORADO Date 6/1/90 Page 16
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 and Publications. Publications, books, magazines,
or published materials.
15. Personal Services Contracts. Personal services previously
approved.
16. Computer Support. Computer hardware, software, maintenance, and
supplies when determined by ISA Director not to be competitive
resources compatible to Weld County's computer environment.
17. Repairs and Maintenance agreements. IBM, Xerox, office
equipment, etc. (Exception: When vendor requires purchase order
prior to working on equipment. )
18. Towing. Vehicles towed by Sheriff or emergency towing of county
vehicles.
19. Medical and Fringe Benefit Claims. Payment made for insurance
claims or flexible benefit accounts.
20. Petty Cash. Reimbursements to petty cash funds.
21. Waived Items. Director of Finance and Administration may waive
requirement for requisition and purchase order when circumstances
warrant it in his opinion.
ROUTING OF VOUCHER AND INVOICES ON EXPENDITURES NOT REQUIRING REQUISITION
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.
POLICIES AND PROCEDURES
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Section Purchasing Policies and Procedures
Illl�P Subject Expenditures Not Requiring Requisitions _
COLORA Date 6/1/90 Page 17
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, Planning
Department, Weld County.
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POLICIES AND PROCEDURES
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Procedure For Contract For Personal
RP� Subject Services or Independent Contractor
11111k _
COLD Date 6/1/90 Page IS
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
signed by the Chairman of the Board, who has been given previous blanket
authority by the full Board.
POLICIES AND PROCEDURES
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Subject sorvi Cac nr TndapcndPnt Contractor
COLORADO Date A/i/en Page 19
Colorado Revised Statutes and Section 3-8(4) (M) of the Home Rule Charter
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.
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POLICIES AND PROCEDURES
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Selection of Professional Services
Subject Where Bid is Inappropriate
COLORADO Date 6/1/90 Page 20
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 $5,000 the Department Head or Elected
Official and Purchasing Director together with any other parties
requested by the Board, shall review the proposals and as needed,
interview the proposers in a work session. A recommendation of
the selection group will be developed and submitted to the Board.
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 $5,000 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 any other parties requested by the Board,
shall review the proposals and as needed, interview the top
bidders for consideration for final selection. A recommendation
of the selection group will be developed and submitted to the
POLICIES AND PROCEDURES
— �� lii `. SeCt100 R,rchas;ne Policies and Procedures
nigSelection is Professional ServicesSubject WF,Pre B;d is Inappropriate
COLORA Date 6/1/90 Page 21
Board. 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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POLICIES AND PROCEDURES
(f
# Section Purchasing Policies and Procedures
Subject General Information
COLORA Date 6/1/90 Page zz
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 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 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 eouipment which, by their very nature
are not biddable as a practical matter.
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
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
POLICIES AND PROCEDURES
{f''
�� '� `1st Section_ purchasing Policies and Procedures
11114SUbjeCt General Information
COLORA Date 6/1/90 Page 23
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.
In the event no bids are received for an item bid out, the Director of
Purchasing is authorized to negotiate a purchase on behalf of the county.
Final negotiated purchase must be approved by the Board.
POLICIES AND PROCEDURES
gm,
*Pt! Section Purchasing Policies and Procedures
IllikSubject Questioned Purchase Requisitions
COLORADO Date 6/1/90 Page 24
OUESTIONED PURCHASE REOUISITIONS
The Director of General Services has the right and the duty to question any
item(s) on a requisition that may be unnecessary and/or unreasonable. The
Director of General Services 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.
POLICIES AND PROCEDURES
Section purchasing Poliries and Procedures
11111g Subj Ect Damaged Merchandise _
COLOBA Date 6/1 /en Page 25
DAMAGED MERCHANDISE
There are two types of damaged merchandise:
1. Visible
2. Concealed
In either case, receive the merchandise.
In Cases of Visible Damage - Note on both copies of receiving ticket "case
damaged in shipment" and, if the item is visible and the damage is visible
also include "item visibly damaged."
Obtain a signature from trucker on both copies of receiving ticket.
Return one copy of receiving ticket to trucker.
Forward one copy of receiving ticket to Purchasing, together with note
identifying damage.
In Cases of Concealed Damage - After the merchandise has been accepted from
the common carrier, you should open the package immediately, inspect the
merchandise, and report any discrepancies or damage. If damage has
occurred, you must keep all packaging and report the damage to Purchasing.
The County has 15 days in which to file claim for damage with the carrier,
after which claims will not be accepted by I.C.C. rules.
WARNING: DO NOT DESTROY DAMAGED ITEM, OR ANY PACKAGING MATERIALS.
POLICIES AND PROCEDURES
I� '� N Section Purchasing Policies and Procedures
Subject Product Standardization
COLORADO Date 6/1/90 Page 26
PRODUCT STANDARDIZATION
On an as needed basis, Weld County standards committees will be established
by the Director of General Services. The purpose of the Weld County
standards committees will be to aid Purchasing 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 Purchasing 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 AND PROCEDURES
ti
•,y.
I le Section Purchasing Policies and Procedures
Subject Disposal of Surplus Property
0
COLOAA Date 6/1/90 Page v
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 Accounting Department, 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 Department 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 Accounting Department, 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 $5,000 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 $5,000, shall be made by informal procedures
calculated to achieve maximum benefit to Weld County. Sealed bids or
public auction shall be used to the maximum extent possible. Revenue
received from said sales shall revert to the General Fund of Weld County,
except as follows:
1. Revenue from exchange or trade-in articles shall be applied
against the gross amount of the invoice for new purchases.
2. Revenue from sales of Road Department equipment and vehicles
shall be credited to the Motor Vehicle - IGS Fund.
POLICIES AND PROCEDURES
tr 141'
1 lor 141Mli Section Purchasing Policies and Procedures
Subject Disposal of Surplus Property
COLORADO Date 6/1/90 Page 28
Transfer of supplies, materials and equipment between departments shall
result in a debit and credit to the accounts of the departments involved,
provided the departments are within the same fund. The value of the
item(s) transferred shall be established by the purchasing agent to the
mutual satisfaction of the department heads involved. An inventory
transfer slip shall be filled out, signed by both department heads, and
forwarded immediately to the Accounting Department.
Transfer of supplies, materials, and equipment between departments in
different funds shall result in a journal entry being written from one fund
for deposit in the other fund by Accounting.
No supplies, materials, or equipment shall be sold, or otherwise disposed
of, without prior approval of the Board of County Commissioners and/or the
purchasing agent.
Nothing contained herein shall be construed to prohibit the return of
unused materials, supplies, or equipment which are surplus to the
requirements of Weld County. Materials, supplies, or equipment may be
returned with or without a restocking charge if this method of disposal
will result in a higher benefit to Weld County. All materials, supplies or
equipment returned shall be reported to the purchasing agent.
In the event no bids are received for the sale of surplus property, the
Director of General Services may negotiate a sale. Final negotiated sale
must be approved by the Board.
J POLICIES AND PROCEDURES
�� (l,, �'tati Section Purchasing Policies and Procedures
Subject Notice of Fmergencv Purchases _
COLOBA� Date 6/l /an Page 29
NOTICE OF EMERGENCY PURCHASE
Only the Road & Bridge Department, Sheriff, Communications, Youth Shelter
Home, Office of Emergency Management, Ambulance, Building Maintenance
Department, and Information 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.
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.
IFTerr ij
POLICIES AND PROCEDURES
t
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of
SeCt7On Purchasing Policies and Procedures
CSubject Code of Ethics
COLORADO Date_ 6/1/90 Page 30
mymewmfasioNsmitminpsomothowtowit
Code of Ethics
NATIONAL PURCHASING INSTITUTE, INCORPORATED
t!'A.rlo
�till
"Nobility—Proficiency—Integrity"
A member shall be loyal to hie organization and will not secretly represent
conflicting interests, but will devote himself exclusively to the welfare of his
principal.
A member believe', 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 bueinew 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 profeesional administrator. Ile 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
44r'
1114SeCt10{l Purchac;ne Policies and Procedures
11111115Subject Weld Purchasing Users' Guide _
COLOAA Date 6/1/90 Page 31
WELD PURCHASING USER' S GUIDE
The on-line purchasing system is designed to aid all departments in
requisitioning services and supplies and any follow-up necessary to track
requisitions, bids, purchase orders and receiving of the goods.
The scratch pad sub-system is available for inquiry to all users. Scratch
pad is used to hold any type of notes on requisitions, bids, purchase
orders, commodities, and vendors.
The qualification sub-system is also available for inquiry. This sub-
system is used to record exceptional commodities and vendors (good or bad) .
The purchasing system is designed with an on-line user' s guide. The option
'H' from any screen will display a help screen describing the screen you
were on. For further help and edit criteria on individual fields , select
option 'Y' and position the cursor on the desired field.
** Please use the on-line user' s guide.
POLICIES AND PROCEDURES
rQ
...<s t; $eCt10i1 pnrrhaGing Policies and Procedures
WilkSubject Sign-on Procedures _
COLORADO Date 6/1/90 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 the message ' sign on is
complete' is displayed.
To access the on-line purchasing system:
1) Type 'DMSAWPROI' - depress the enter key
The purchasing system main menu should now display. (DMXWPROI)
POLICIES AND PRUCEDURES
1.7 Section Purchasing Policies and Procedures
ElkSubject Requisitions _
COLORADO Date 6/1/90 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 exceed the unencumbered
balance in the department budget. Where funds are not available,
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POLICIES AND PROCEDURES
fl,
-rC ' } {� ,� Section Purchasing Policies and Procedures
WILD% Subject Requisitions _
COLD Date 6/1/90 Page 34
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:
1. 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. (WPRMENI5)
Now the requisition header add screen should be displayed. (WPRADDII)
1. Select option "A" off of the requisition header add screen.
The required fields on the requisition header are:
A. Requisition Description
B. Fund/Department
C. Requested by name
D. Requested delivery date
POLICIES AND PROCEDURES
P, $1 l 41° Section Purchasing Policies andProcedures
Subject Requisitions _
COLORADO Date 6/1/90 Page 35
E. Emergency status
F. Ship to code (obtain code from Purchasing, if unknown)
G. Suggested vendor
The optional fields on the requisition header are:
A. Attention of name
SUGGESTED VENDOR - 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.
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.
CREATING REOUISITION ITEMS
1. Select option "B" off of the requisition header and screen.
(WPRADDII)
(The requisition item add screen will also be displayed by
selecting option "A" and the requisition number from the
requisition item menu - WPRMENI6)
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POLICIES AND PROCEDURES
(JO:
SeCt10f1 Purchasing Policies and Procedures
RP� Subject Requisitions _
COLD Date 6/1/90 Page 36
Now the requisition item add screen should be displayed. (WPRADDI2)
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 be 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 in cases where
detailed specifications are submitted.
D. Commodity Number.
The optional fields on the requisition item are:
A. Package size
For items with existing commodity numbers the commodity number can be
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 be 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.
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.
POLICIES AND PROCEDURES
•40,
.) '� lin Section Pgrrhaging_Policies and Procedures
Subject Rapnigitiong
0
COLORA Date Ailign Page 37
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. (WPRUPDII)
I. 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 be retained for updating the
header, adding or updating items, or browsing items.
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.
POLICIES AND PROCEDURES
•y,
r 'ites Section PnrrhaGing_Policies and Procedures
Subject RPgni si dons
COLORADO Date 6/1 /90 Page 38
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
OS 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
,40,
I 1M4 Section Purchasins_Policies and Procedures
Subject Purchase Orders
Ilk
COLORADO Date 6/1/90 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 purchase 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
t ------
i I
•y,
p40 4104 Section
Purchasing_Policies and Procedures
IMP% Subject Purchase Orders
COLORA Date_` 6/1/90 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 PRuCEDURES
r `41.1
Section Purchasing Policies and Procedures
11111115Subject urn , • B Orr^ ch P^3 F Iris
COLORA Date_ fi!1l90 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.)
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POLICIES AND PROCEDURES
it
j� et 'lei Section Purchasing_Policies and Procedures
1111kSubject Receiving Procedures
COLORADO Date 6/1/90 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
POLICIES AND PROCEDURES
Er-
�� � �+iy� Section_ Purchasing Policies and Procedures
Subject Receiving Procedures
COLORADO Date 6/1/90 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.
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. 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.
4r �
POLICIES AND P ) CEDURES
i / ,
A { ."Pri Section Purchasing Policies and Procedures
iSubject Sample - Purchase Order
COLORADO
Date 6/1/90 page 44
PURCHASE ORDER
PAGE 4 WELD COUNTY DEPARTMENT OF PURCHASING ---
DATE 05/48/84 PHONE (303) 356-4000 EXT 4221 PURCHASE ORDER NO. 400004
445 TENTH STREET
GREELEY, COLORADO 80634
THIS N0. MUST APPEAR ON INVOICE
B/L, CASES, BUNDLES, PACKING
ALL TRANSPORTATION CHARGES MUST BE PREPAID LISTS AND CORRESPONDENCE
VENDOR N0. 001937
IVENDOR NAME AND ADDRESS SHIP TO I
iKOMAC PAINTM)ECORATING CO PURCHASING i
12672 14TH AVE 415 10TH STREET i
'GREELEY CO 3RD FLOOR CENTENNIAL BLDG I
i GREELEY, CO i
' 88634 80634 !
I ATTN: PEGGY I
DELIVERY DATE: 06/01/84
I y QUANTITY 1 UNIT I UNIT PRICE i AMOUNT 1
I 10.0 I GL. I 25.0000 1 $250.00
004 ENAMEL PAINT-NON SMUDGE PROOF-WASHABLE--AND COLOR FAST-BRIGHT ORANGE AND
NOT UGLY PUMPKIN.
'TOTAL AMOUNT $250.00 I
•
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
PURCHASE ORDER NOT VALID WITHOUT SIGNATURE OF PURCHASING DIRECTOR
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
*THE ARTICLES SPECIFIED ARE SUBJECT TO THE FOLLOWING * BILLS WILL BE PAID OFF
*CONDITIONS * OF ORIGINAL INVOICES
*1 . GOODS OTHER THAN THOSE SPECIFIED MUST NOT BE * ONLY, WHICH MUST BE
*SUBSTITUTED OR PRICES CHANGED WITHOUT AUTHORIZATION.* SENT TO:
*2. THE RIGHT OF CANCELLATION IN CASE OF LONG DELAY * WELD COUNTY ACCOUNTING
*IN SHIPMENT IS RESERVED. * P.O. BOX 758
*3. NO SALES TAY. OR USE TABLE SHALL BE INCLUDED IN OR* GREELEY, CO 80634
*ADDED TO PRICES Of MATERIAL ON THIS ORDER.
*4. IF THE QUANTITY SHIPPED IS SHORT OF THE PURCHASE *
*ORDER QUANTITY. SPECIFY ON THE PACKING SLIP IF THAT *
*QUANTITY IS ON HACK ORDER OR CANCELLED. * AUTHORIZATION
POLICIES AND F OCEDURES
fill -30,
` a t let Section Purchasing P, 1icies and Procedures
'ilk Subject Sample - Receiving Document
COLORADO Date _b_/1190 Page_ 45
PROGRAM: YPR930P WELD COUNTY RECEIVING DOCUMENT PAGE: I
PUN GATE: 05/23/B4 PURCHASE ORDER NUMBER: 400004 RUN PIPE: 11:20:01
FUND: Ol DEPT: 1153 DEPARTMENT: PURCHASING
PURCHASE ORDER DESE: ORANGE PAINT SHIPPING LOCATION: PURCHASING
PURCHASE ORDER TYPE: OTHER AUTIORIIED FREIGHT: NO
PURCHASE ORDER DATE: 05.18-B4 AUTHORIZED OVERAGE: NO
EXPIRATION DATE: VENDOR NUMBER: 001931
RECEIVING DATE: __ REMITTANCE VENDOR NUMBERS
ITEM COMMODITY BID BID ENCUM/EXP UNIT QUANTITY QUANTITY NET FINAL/PART
NUMBER NUMBER ACTION NUMBER ACCOUNT PRICE ORDERED RECEIVED PRICE RECEIVEC
001 PTIN300001 IN 400009 840111536320 $25.0000 10.0 .0 $250.00
DESCRIPTION: ENAMEL PAINT-NON SMUDGE PROOF-WASHABLE-AND COLOR FAST-BRIGHT ORANGE AND
NOT UGLY PUMPKIN.
DEPARTMENT MEAD(Tho0. ,k k �..d
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