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RESOLUTION
RE: ADOPTION OF AMENDMENT TO THE WELD COUNTY ADMINISTRATIVE CODE
REGARDING THE PURCHASING POLICY SECTION, AUTHORITY FOR
PURCHASES AND QUOTATIONS.
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 5 , 1977 , the Board of County Commissioners
did adopt an Administrative Code pursuant to Article III , Section
3-8 (4) (e) of the Home Rule Charter of Weld County, Colorado, and
WHEREAS, pursuant to the Resolution adopting said Administrative
Code, it is understood that the Administrative Code may be amended
from time to time when deemed advisable by the Board of County
Commissioners, said amendments being adopted by resolution, and
WHEREAS, the Board of County Commissioners of Weld County,
Colorado have found it advisable to make certain amendments to
Section VI, Purchasing Policies, namely paragraph 1 - Authority for
Purchases to be deleted and redrafted to state as follows :
"1. Authority for Purchases.. All purchases , supplies ,
services, materials and equipment purchase for the County,
both emergency and regular purchases, in the amounts of
$100. 00 or more, shall be approved by the Board of
County Commissioners. "
and paragraph 6 to be deleted and redrafted to state as follows :
"6 . Quotations. On purchases of goods or equipment
other than those supplies purchased pursuant to Title
30 , Article 11, Section 109 through 112, CRS 1973, over
One Hundred Dollars ($100 . 00) but less than Two Thousand
Dollars ($2 , 000. 00) , the purchasing agent shall request
quotations from three or more suppliers , if possible,
and shall purchase at the lowest and best quotation, but
ONLY with approval of the Board of County Commissioners .
The County shall reserve the right to reject any and
all bids. "
NOW, THEREFORE, BE IT RESOLVED by the Board of County Com-
missioners of Weld County, Colorado that the aforementioned
amendments to the Purchasing Policy Section of the Administrative
Code be, and hereby are adopted.
780924
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote onthe 3rd day of
April, A.D. , 1978 .
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
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ATTEST:
Weld County Clerk and Recorder
C and Clerk to the Boar
Deputy County- er
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ileirOeFaM:Lio1/47
Asst. County Attorney
Date Presented: . April 10 , 1978
ADMINISTRATIVE CODE -- PURCHASING POLICIES SECTION
1 . Authority for Purchases. All purchases, supplies , services , materials
and equipment purchase for the County, both emergency and regular
purchases , in the amounts of $100.00 or more, shall be approved
by the Board of County Commissioners.
2. Emergency Purchases. Purchases other than those supplies purchased
pursuant to Title 30, Article 11 , Section 109 through 112, CRS 1973,
of One Hundred Dollars ($100.00) or less may be purchased on purchase
order forms properly signed by the Department Head. Such purchases of
over One Hundred Dollars ($100.00) shall be made on purchase order forms
as designated by the Board of County Commissioners and approved by the
duly authorized purchasing agent, the County Finance Officer, pursuant
to Section 4-2 (A) (6) (d) of the Weld County Home Rule Charter, and
the Chairman of the Board of County Commissioners.
3. Accounting Instructions. Requisitions, purchase orders and material
received reports must be properly signed prior to the payment of County
purchases. Detailed procedures are to be issued by the County
Commissioners and the County Finance Officer.
4. Certificate of Necessity and Funds. The Department Head shall certify
that all purchases are necessary for the proper operation of his
department, and that funds for the same are available in the current
budget.
5. Requisition to Purchase. The purchasing agent shall purchase only
those supplies, material and equipment requested by a using department.
He 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.
6. Quotations. On purchases of goods or equipment other than those supplies
purchased pursuant to Title 30, Article 11 , Section 109 through 112,
CRS 1973, over One Hundred Dollars ($100.00) but less than Two Thousand
Dollars $2000.00) , the purchasing agent shall request quotations from
three or more suppliers, if possible, and shall purchase at the lowest
and best quotation, but ONLY with approval of the Board of County
Commissioners. The County shall reserve the right to reject any and all
bids.
7. 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 of
Two Thousand Dollars ($2000.00) or more shall be followed by a period
for consideration and investigation of the bids submitted to determine
comparisons of quality and price. PRIOR to advertising for such bids ,
the purchasing agent shall verify that the purchase is authorized in
the current budget.
8. Purchasing Director to Contract All Purchases. Subject to paragraphs
1 and 2 above, all purchases of supplies , services , materials and
equipment shall be contracted by the Purchasing Director and no Department
Head of any Department of Weld County Government shall make any purchases
of supplies , services , materials or equipment. All Department Heads are
to refer their needs which cannot be fulfilled by current in-house
inventory to the Purchasing Director for handling.
Purchasing Policies -- Pg. 2
9. Purchases of Used Equipment and Contracting of Certain Services.
The Board of County Commissioners of Weld County, Colorado, may, by
motion or resolution , purchase items of used equipment which, by their
very nature are not biddable as a practical matter, and can further
authorize the contracting of services which, by their very nature, are
biddable as a practical matter, but all such purchases of used
equipment and contracting of services , must be approved by the Board
of County Commissioners at a regular board meeting by motion or
resolution of the Board.
10. Adherence to Home Rule Charter Provision. 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.
11 . Bidding on County Road Construction by Private Contractors. The
County Engineer of Weld County is directed to prepare construction
plans and specifications for all county road construction to be
performed in the future for submission to private contractors so that
the contractors may submit bids on those projects.
12. Disbursements from the Weld County Revolving Fund shall be governed
by the following policies.
a. Emergency expenditures which cannot reasonably be paid in the
normal course of business;
b. Travel and expense advances of significant amounts with a $100
minimum, and only reimbursable for travel ;
c. Clearing amounts received from other agencies , such as the Council
of Governments , which belong to entities other than Weld County;
d. All disbursements for emergency expenditures shall be reimbursed
to the Revolving Fund within two (2) weeks of disbursement;
e. All disbursements for travel and expense advances shall be accounted
for immediately upon the return of the employee from the specific
event or purpose giving rise to the advance and the reimbursement
of actual cost incurred made to the Revolving Fund from the
appropriate source within two (2) weeks. (An exception to this
policy will be incidences where expenses and witness fees required
by the District Attorney's Office are reimbursed from the State
Judiciary System subsequent to court proceedings. In such cases ,
a maximum of three (3) months shall be allowed for processing
payment. )
f. The Department Head or official shall be the only person allowed
to request funds from the Revolving Fund. His request shall be
in writing;
g. The Revolving Fund shall be maintained by the Comptroller in the
Finance/Accounting Department, reconciled monthly and a report
of transactions and composition of the fund submitted monthly to
the Finance Officer.
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