HomeMy WebLinkAbout993150.tiff WELD COUNTY
7 _ ADMINISTRATNE MANUAL
PURCHASING POLICIES AND PROCEDURES
Table of Contents
Latest Revision Date: May 10, 1999
STATEMENT OF POLICY 2
RELATIONSHIP WITH VENDORS REPRESENTATIVES 5
BIDS AND QUOTATIONS 6
COOPERATIVE PURCHASING 10
PAYMENTS TO VENDORS 11
EXPENDITURES NOT REQUIRING REQUISITIONS 12
//O PROCEDURE FOR CONTRACT FOR PERSONAL SERVICES
�� OR INDEPENDENT CONTRACTOR 15
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SELECTION OF PROFESSIONAL SERVICES WHERE
BID IS INAPPROPRIATE 17
GENERAL INFORMATION 18
QUESTIONED PURCHASE REQUISITIONS 19
DAMAGED MERCHANDISE 20
PRODUCT STANDARDIZATION 21
DISPOSAL OF SURPLUS PROPERTY 22
NOTICE OF EMERGENCY PURCHASES 24
CODE OF ETHICS 25
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WELD COUNTY
ADNIINISTRATNE MANUAL•
PURCHASING POLICIES AND PROCEDURES
Statement of Policy
Latest Revision Date: May 1.0, 1999
STATEMENT OF POLICY
The Local Government Budget Law of Colorado, Section 29-1-104, C.R.S., 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, C.R.S., 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, C.R.S., 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 Home Rule Charter
provides that all contracts must be approved and executed by the Board of County Commissioners. The
Chair of the Board shall sign all contracts.
Section 29-1-118, C.R.S. 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 Department of Finance and
Administration so that department heads and elected officials can be informed on a timely basis of
expenses and obligations in comparison to the adopted budget of Weld County. By utilizing a consistent
policy of purchasing procedures, Weld County's elected officials and department heads,will find it easier
to comply with the provisions of the Colorado State Statutes and Weld County Home Rule Charter.
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WELD, COUNTY
C� ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Statement of Policy
Latest Revision Date: May 10, 1999
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
C 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 contact with existing
or potential suppliers after submission of a purchase requisition are to be made by or with the knowledge
and approval of the Purchasing Department. 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 immediately be called to the attention of the Director
of Finance and Administration.
Should any portion of this manual be in conflict with 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, accept, or 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 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.
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WELD COUNTY
ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Statement of Policy
Latest Revision Date: May 10, 1999
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. Purchase goods or services without proper procedures. 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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WELD COUNTY
ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Relationship with Vendor's Representatives
Latest Revision Date: May 10, 1999
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/she shall be
immediately referred to the Purchasing Department. No solicitation by a vendor is
permitted in departments unless approval is received from the Purchasing Department.
2. The Purchasing Department will inform or distribute 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.
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WELD COUNTY
ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Bids and Quotations
Latest Revision Date: May 10; 1999
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, C.R.S., 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 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."
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WELD COUNTY
ADMINISTRATIVE MANUAL
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PURCHASING POLICIES AND PROCEDURES
Bids and Quotations
Latest Revision Date: May 10, 1999
Section 43-2-209, C.R.S., 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
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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
Cod to reject any bids proffered."
The Purchasing Department 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($7,500)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.
At the discretion of the Director of General Services, formal bids may be advertised in the official county
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).
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ADMINISTRATIVE MANUAL J
PURCHASING POLICIES AND PROCEDURES
Bids and Quotations
Latest Revision Date: May 10, 1999
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.
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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 and shall be publicly opened at the time and place indicated in
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:
Other than those supplies purchased pursuant to Sections 30-2-109 through 112, C.R.S., purchases of
goods or equipment 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.
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C� ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Bids and Quotations
Latest Revision Date: May 10, 1999
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The formal bid procedures may be used for purchases under the amount established by the annual
purchasing ordinance ($7,500)when the best interest of the county so dictates; however, the informal bid
procedure is normally used for small dollar value items or to speed delivery and reduce administrative cost.
In all cases,the procedure used to obtain prices shall be calculated to achieve maximum economy for the
county. Informal purchases may include any of the following:
1. Quotations on standard quotation forms.
2. Telephone quotations.
3. Purchase on the basis of parts history cards.
4. Recent competitive bid prices which 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. Items under $200 may be acquired from a vendor without quotes by the Purchasing
Department in order to expedite the procurement of small purchases for departments and
save the purchasing department personnel time for larger, more complicated buying.
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, the Purchasing Department
may reject the bid or, at its 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 the vendor to
provide a demonstration. Based upon data and/or demonstration,the Purchasing Department may accept
an alternative bid with the approval of the Director of General Services.
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WELD COUNTY
ADMINISTRATIVE MANUAL 3
PURCHASING POLICIES AND PROCEDURES
Cooperative Purchasing
Latest Revision Date: May 10, 1999
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 Department.
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WELD COUNTY
ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Payment to Vendors
Latest Revision Date: May 10, 1999
PAYMENTS TO VENDORS
All bills paid by Weld County are paid through the Banner Accounting System and fall into one of the
following categories:
1. Direct Pay and Under $200 Purchase Orders - Payments without system-generated
Purchase Order. Expenditures in this category do not require a requisition. Please see list
on the following page. To obtain an under$200 Purchase Order, contact the Purchasing
Department, then process payment through the Banner Accounting System as a Direct
Pay.
2. Regular Pay - Payments with system-generated Purchase Order. Expenditures in this
category require both a requisition and purchase order.
In a few instances and only upon approval of the Director of Finance and Administration, an expenditure
without a requisition and purchase order may be paid if, in his opinion, circumstances warrant payment.
NO DEMAND FOR MONEY AGAINST THE COUNTY SHALL BE APPROVED,ALLOWED,AUDITED OR
PAID UNLESS IT SHALL BE IN WRITING, DATED AND SUFFICIENTLY ITEMIZED TO IDENTIFY THE
EXPENDITURE.
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WELD COUNTY
ADMINISTRATIVE MANUAL .
PURCHASING POLICIES AND PROCEDURES
Expenditures not Requiring Requisitions
Latest Revision Date: May 10, 1999
EXPENDITURES NOT REQUIRING REQUISITIONS
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 list of the expenses which will be processed for payment
in the Accounting Department without a requisition and purchase order:
1. Advertising. Advertisements placed in newspapers for job openings, bids, and legal
notices.
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 Services 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 for office equipment, buildings, vehicles, etc.
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C✓ ADMINISTRATIVE MANUAL
•
PURCHASING POLICIES AND PROCEDURES
Expenditures not Requiring Requisitions
Latest Revision Date: May 10, 1999
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 contract previously approved.
16. Vehicle Fuel. Gas, diesel, and propane.
17. Computer Support. Computer hardware, software, maintenance, and supplies when
determined by Director of Finance and Administration not to be competitive resources
compatible to Weld County's computer environment.
18. Repair and Maintenance Agreements. IBM, Xerox, office equipment, etc. (Exception:
when vendor requires purchase order prior to working on equipment.)
19. Towing. Vehicles towed by Sheriff or emergency towing of county vehicles.
20. Medical and Fringe Benefit Claims. Payment made for insurance claims or flexible benefit
accounts.
21. Film Processing. Charges paid for the processing of film by departments.
22. Petty Cash. Reimbursements to petty cash funds.
23. Waived Items. The Director of Finance and Administration may waive the requirement for
requisition and purchase order when warranted by circumstances.
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WELD COUNTY
ADMINISTRATIVE MANUAL J
PURCHASING POLICIES AND PROCEDURES
Expenditures not Requiring Requisitions
Latest Revision Date: May 10, 1999
ROUTING OF INVOICE ON EXPENDITURES NOT REQUIRING REQUISITION (DIRECT PAYS):
Stamp the original copy of the invoice with the payable stamp and send it, along with any remittance copy,
to the Accounting department for payment. 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. The invoice must be
signed by the Department Head or authorized individual.
Appropriate on-line approvals for the Banner Accounting System must be completed, with the Accounting
Department having final approval on all payments. After approvals are complete, the warrant will be
printed and mailed out with appropriate remittance documents.
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.
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WELD COUNTY
C✓ ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Contracts for Personal Services or Independent Contractor
Latest Revision Date: May 10, 1999
PROCEDURE FOR CONTRACT FOR PERSONAL SERVICES
OR INDEPENDENT CONTRACTOR
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 they
are Independent Contractors, as well as the terms of the agreement.
SELECTION PROCESS:
The selection/acquisition process should be the same as for any other goods or services purchased by
the county. The selection process will be in accordance with purchasing procedures and may vary with
each specific service.
A request should be made to the Purchasing Department 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 the Purchasing Department with assistance from
the requesting department. In the case of a sole provider, the Purchasing Department will make the
determination that no other qualified vendor is 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 $7,500 will follow the normal
purchasing process as specified in these policies and procedures,which requires presentation to the Board
of County Commissioners for approval and specific board action on the individual contract.
Contracts under$7,500 will follow the normal purchasing process specified, but can be approved by the
Purchasing Department 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 Chair
of the Board of County Commissioners, who has been delegated blanket authority by the full board.
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WELD COUNTY
ADMINISTRATIVE MANUAL .
PURCHASING POLICIES AND PROCEDURES
Contracts for Personal Services or Independent Contractor
Latest Revision Date: May 10, 1999
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 Chair 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
of County Commissioners,and the County Attorney specify the terms of the contract and has 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 the Purchasing Department after the
bid processor proper procedure has been completed.
2. Purchasing will send the Standard Agreement Form to the Department of Finance for 3
approval of the Director of Finance and Administration and Chair 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 retained in the Accounting
Department.
4. The Accounting Department will encumber the contract amount and verify each payment.
5. The department making the payment should enter the data for payment into the Banner
Accounting System,being sure to note the contract number as the Purchase Order number.
6. After approvals, the warrant will be printed and mailed to the Contractor.
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C� ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Selection of Professional Services Where Bid is Inappropriate
Latest Revision Date: May 10, 1999
SELECTION OF PROFESSIONAL SERVICES WHERE BID IS INAPPROPRIATE
In the event 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 shall provide, at a minimum:
A. Scope of work
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 use
F. References for similar jobs
4. _ Upon receipt of the proposals, the Director of General Services and Department Head or
Elected Official shall review all proposals and, where necessary, interview the top
candidates.
5. For proposals under $7,500 the Department Head or Elected Official and Director of
General Services, together with the Board and any other parties requested by the Board,
shall review the proposals and interview the proposers, as necessary, in a work session.
The Board will then select the company or individual who is the most economical, most
qualified, and can best serve the needs of Weld County.
6. For proposals over $7,500 the proposals shall be presented to the Board at a regular
meeting and during the 10-day consideration period the Director of General Services and
Department Head or Elected Official, together with the Board and any other parties
requested by the Board, shall,review the proposals and, as necessary, interview the top
bidders for consideration for final selection. In a regular Board meeting,the.Board will then
select the company or individual who is the most economical, most qualified, and can best
serve the needs of Weld County.
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• ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES.
General Information
Latest Revision Date: May 10, 1999
GENERAL INFORMATION
A smooth flow of requisitions, purchase orders, and invoices must be accomplished. Departments can
assist by giving the Purchasing Department as much time as possible,to fill an order. The Purchasing
Department 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 the Purchasing Department, the Director
of Finance and Administration should be notified.
The purchasing agent shall purchase only those supplies, materials, and equipmentrequested by a using
department. The agent will, however, keep department personnel informed on price changes, deliveries
and other information that is in the best interest of sound county fiscal policy.
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The Board of County Commissioners of Weld County, Colorado, may, by motion or resolution, purchase J
an item of used equipment which, by its very nature is not biddable as a practical matter; however, all such
purchases of used equipment, if from other than another governmental entity and/or over $7,500, must
be approved by the Board.of County Commissioners at a regular board meeting by motion,or resolution
of the Board.
All provisions of the Weld County Home Rule Charter prohibiting employees and elected officials of Weld
County, Colorado, from doing business with Weld County, Colorado, shall be strictly adhered to in
connection with the purchase of all supplies, services, materials, and equipment by the Purchasing.
Department 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 the beginning of the process that using departments can realize the major
benefits provided by the Purchasing Department staff, who will suggest products or services to meet your
needs; contact vendors to obtain literature and set up demonstrations; 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.
If it is necessary for a department to contact a vendor directly,call the Purchasing Department for approval
prior to contacting the vendor.
In the event no bids are received for an item, the Director of General Services is authorized to negotiate
a purchase on behalf of the county. Final negotiated purchase must be approved by the Board.
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C, ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Questioned Purchase Requisitions
Latest Revision Date: May IQ 1999
QUESTIONED PURCHASE REQUISITIONS
The Directorof 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 its
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).
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ADMINISTRA.TIVE MANUAL 3
PURCHASING POLICIES AND PROCEDURES
Damaged Merchandise
Latest Revision Date: May 10, 1999
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
the trucker on both copies of receiving ticket.'Return one copy of receiving ticket to trucker. Forward one
copy of receiving ticket to the Purchasing Department, together with a note identifying damage.
In Cases of Concealed Damage - After the merchandise has been accepted from the common carrier,
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 the Purchasing Department.
The county has 15 days in which to file claim for damage with the carrier, after which claims will not be
accepted by ICC rules.
WARNING: DO NOT DESTROY DAMAGED.ITEM, OR ANY PACKAGING MATERIALS.
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WELD COUNTY
C., ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Product Standardization
Latest Revision Date: May 10, 1999
•
PRODUCT STANDARDIZATION
On an as needed basis, a Weld County standards committee will be established by directive of the Board
of Commissioners. The purpose of the 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 the Printing and Supply Department in
continuous inventory.
Specific commodity committees will be established to aid the purchasing agent in arriving at standards on
commonly used items within specific commodity areas. These commodity committees are comprised of
representatives of various using departments and the Purchasing Department. 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.
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21
•
WELD COUNTY
.• ADMINI S TRA.TIVE MANUAL•
J
PURCHASING POLICIES AND PROCEDURES
Disposal of Surplus Property
Latest Revision Date: May 10, 1999
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 Sheriffs Department.
All departments shall submit to the Accounting Department, on an annual basis, a report showing stocks
of all supplies, materials, and equipment which is no longer used or which has become obsolete,worn out
or scrapped. 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$7,500 or more, shall be formally advertised, sealed 3
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
Comptroller and department representatives may establish a minimum gross amount prior to the auction.
Sealed bids or public auction shall be used to the maximum extent possible; however, estimated sales in
amounts of less than$7,500,shall be made by informal procedures calculated to achieve maximum benefit
to Weld County. 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 Department of Public Works equipment shall be credited to the
Public Works 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, provided the departments are within the same fund. The value
of the item(s) transferred shall be established by the Comptroller 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.
22
WELD COUNTY
C ADMINISTRA.TIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
•
Disposal of Surplus Property
Latest Revision Date: May 10, 1999
No supplies, materials, or equipment shall be sold or otherwise disposed of, without prior approval of the
- Board of County Commissioners and/or the Comptroller. -
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.
C
C23
WELD COUNTY
ADMINISTRATNE MANUAL O
PURCHASING POLICIES AND PROCEDURES
' Notice of Emergency Purchase
Latest Revision Date: May 10, 1999
NOTICE OF EMERGENCY PURCHASE
Only the Department of Public Works, Sheriff, Office of Emergency Management, Ambulance, and
Buildings and Grounds Department 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 THE PURCHASING DEPARTMENT. PURCHASES NOT TRULY AN
EMERGENCY, OR ABUSE OF EMERGENCY PURCHASE BY THE ABOVE DEPARTMENTS, WILL BE
CONSIDERED ILLEGAL PURCHASES AS SPECIFIED IN THE STATEMENT OF POLICY SECTTION
OF THIS MANUAL, ITEM #5.
Reference should be made to the various office of emergency management plans to ascertain purchasing V
procedures during the time of various types of emergency or disaster situations.
•
24 O
WELD COUNTY
C ADMINISTRATIVE MANUAL
PURCHASING POLICIES AND PROCEDURES
Code of Ethics
Latest Revision Date: May 10, 1999
•
^n "�eM^M1hcsfrssMm^m aartAk pm
y Code of Ethics
NATIONAL PURCHASING INSTITUTE, INCORPORATED
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"Nobility—Proficiency—Integrity"
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A member shall be loyal to his organization and will not secretly represent
•conflicting interests,bat will devote himself exclusively to the welfare of his
principal.'
A member believes in the importance and dignity of the service rendered by
government end is aware of his own social responsibilities as a trusted em-
ployee and publics servant.
' A member is governed by the highest ideals of honor and integrity with regard
to all business and personal relationships in order that be 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.
s(y A member should never,under any circumstances, accept gifts or other things
• '( of value from vendors.
A member has the obligation to keep hie employer informed of the activities of
(; N.P.L and to promote a better understanding of the ethics and functions of
C' purchasing.
ly 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
1p integrity as a professional administrator. He 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.
( i
A member subscribes to and supports the professional objectives of the National
( Purchasing Institute,Inc.
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