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Home My WebLink About20150452.tiff CORRECTED NOTICE OF FINAL READING OF ORDINANCE Pursuant to the Weld County Home Rule Charter, Ordinance Number 2015-2 was introduced on first reading on February 11, 2015, and a public hearing and second reading was held on March 2, 2015. A public hearing and final reading was held on March 23, 2015, and continued to and completed on March 25, 2015, with changes being made to the text of said Ordinance as noted below, and on motion duly made and seconded, was adopted. Effective date of said Ordinance is listed below. Any backup material, exhibits or information previously submitted to the Board of County Commissioners concerning this matter may be examined in the office of the Clerk to the Board of County Commissioners, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado, between the hours of 8:00 a.m. and 5:00 p.m., Monday thru Friday, or may be accessed through the Weld County Web Page (www.co.weld.co.us). E-Mail messages sent to an individual Commissioner may not be included in the case file. To ensure inclusion of your E-Mail correspondence into the case file, please send a copy to egesick@co.weld.co.us. ORDINANCE NO. 2015-2 ORDINANCE TITLE: IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE - ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE EFFECTIVE DATE: April 6, 2015 BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO DATED: April 6, 2015 PUBLISHED: April 9, 2015, in the Greeley Tribune ....... CHANGES MADE TO CODE ORDINANCE #2015-2 ON FINAL READING Amended Sec. 5-4-60.B.1.c, Purchasing Limits and Procedures, to read as follows: c. When using previously obtained bids to purchase products or services, such bids shall have been obtained within 12-months of purchase. Amend Sec. 5-4-80. Expenditures not requiring a procurement process, to read as follows: A. It has been determined that it is in the best interests of the County to exempt certain purchases of goods or services from the requirements of this code. The following is a list of the expenses which will be processed for payment in the Department of Accounting without a requisition and purchase order: 1 thru 17 - No change 18. Non-routine repairs, maintenance and service agreements required by the Director of Buildings and Grounds to maintain County facilities. ago/s- oysa Affidavit of Publication STATE OF COLORADO ss. County of Weld, I Cassie Clarken of said County of Weld, being duly sworn, say that I am an advertising clerk of THE GREELEY TRIBUNE, that the same is a daily newspaper of general CORRECTED NOTICE OF circulation and printed and published in the City of FINAL READING OF ORDINANCE Greeley, in said county and state; that the notice or Home Rule Ciliate:,Ordinance advertisement,of which the annexed is.a true copy, Pursuant to the Weld County Number 2015-2 was Introduced on first reading on February ti, has been published in said daily newspaper for 2015,and a public hearing and second reading was held on • March March 2,2015.A public nearing and final reading was held on consecutive(days): that the notice was published in 2015,with changes by g madend continued oo che text nd of said Ordileted on nance is the regular and entire issue of every number of said noted below,and on motion duly made and seconded,was adopted. Effective date of said Ordinance Is listed below. Any newspaper during the period and time of backup material,exhibits or information previously submitted to the Board of County Commissioners concerning this matter may publication of said notice, and in the newspaper be examined in the office of the Clerk to the Board of County Commissioners.located within the Weld County Administration proper and not in a supplement thereof; that the Building.1 t50 O Street.Greeley.Colorado,between the tours of 8:00 a m.and 5:00 p.m.,Monday thru Friday.or may be ac- first publication of said notice was contained in the '-reeeeo through the wad county web rage Ninth day of April A.D. 2015 and the last (vA.Av.co.weid.co.us). E-Mail messages sent to an individual Commissioner may not be included in the case file. To ensure inclusion of your E-Mail correspondence into the case file,please publication thereof: in the issue of said newspaper send a py to eegge2015-2o weld.Go.us. bearing the date of the ORDINANCE NO. 2015.2 ORDINANCE TITLE: IN THE MATTER OF REPEALING AND Ninth day of April A.D. 2015 that said The REENACTING,IN ITS ENTIRETY.CHAPTER 5 REVENUE AND FINANCE-ARTICLE IV PURCHASING POLICY,OF THE Greeley Tribune has been published continuously WELD COUNTY CODE EFFECTIVE DATE: April 6,.2015 and uninterruptedly during the period of at least six BOARD OF COUNTY COMMISSIONERS months next prior to the first issue thereof WELD•COUNTY,COLORADO • DATED. Apru s,2015 contained said notice or advertisement above PUBLISHED; April 9,2015,in the Greeley Tribune referred to; that said newspaper has been admitted CHANGES MADE TO CODE ORDINANCE 42015-2 ON FINAL t0 the United States mails as second-class matter READING under the provisions of the Act of March 3,1879,or Amended Sec.5.4-50.B.1.c Purchasing Limns and Procedures, any amendments thereof: and that said newspaper to read as follows: c.When using previously obtained bids to purchase products or is a daily newspaper duly qualified for publishing services,such bids shall have been obtained within 12-months of legal notices and advertisements within the purchase. Amend Sec.5-4-80. Expenditures not requiring a procurement meaning of the laws of the State of Colorado. process, has p een determi-rodd that it is in the best interests of the County to exempt certain purchases of goods or services from April 9,2015 the requirements of this code. The following is a list of the ex- penses which will be processed for payment in the Department of Accounting without a requisition and purchase order: 1 tnru,7-No change "Total Chharoes: S13.91 equine-r by the repa to,maintenance and Grounds de to oreements County required facilities. the Director of Buildings and Grounds maintain County tadlhies Tito Tribune �V{-- Apn 9.2015 9th day of April 2015 My Commission Expires 6/14/2017 • Notary Public ROBERT LITTLE NOTARY PUBLIC STATE OF COLORADO NOTARY ID 20014018494 MY COMMISSION EXPIRES JUNE 14,2017 NOTICE OF FINAL READING OF ORDINANCE Pursuant to the Weld County Home Rule Charter, Ordinance Number 2015-2 was introduced on first reading on February 11, 2015, and a public hearing and second reading was held on March 2, 2015. A public hearing and final reading was completed on March 23, 2015, with changes being made to the text of said Ordinance as noted below, and on motion duly made and seconded, was adopted. Effective date of said Ordinance is listed below. Any backup material, exhibits or information previously submitted to the Board of County Commissioners concerning this matter may be examined in the office of the Clerk to the Board of County Commissioners, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado, between the hours of 8:00 a.m. and 5:00 p.m., Monday thru Friday, or may be accessed through the Weld County Web Page (www.co.weld.co.us). E-Mail messages sent to an individual Commissioner may not be included in the case file. To ensure inclusion of your E-Mail correspondence into the case file, please send a copy to egesick@co.weld.co.us. ORDINANCE NO. 2015-2 ORDINANCE TITLE: IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE - ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE EFFECTIVE DATE: March 23, 2015 BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO DATED: March 27, 2015 PUBLISHED: April 1, 2015, in the Greeley Tribune «,,.** CHANGES MADE TO CODE ORDINANCE #2015-2 ON FINAL READING Amended Sec. 5-4-60.B.1.c, Purchasing Limits and Procedures, to read as follows: c. When using previously obtained bids to purchase products or services, such bids shall have been obtained within 12-months of purchase. Amend Sec. 5-4-80. Expenditures not requiring a procurement process, to read as follows: A. It has been determined that it is in the best interests of the County to exempt certain purchases of goods or services from the requirements of this code. The following is a list of the expenses which will be processed for payment in the Department of Accounting without a requisition and purchase order: 1 thru 17 - No change 18. Non-routine repairs, maintenance and service agreements required by the Director of Buildings and Grounds to maintain County facilities. O7or,5-0 y5a Affidavit of Publication STATE OF COLORADO ss. County of Weld, I Cassie Clarken of said County of Weld, being duly sworn, say that I am an advertising clerk of THE GREELEY TRIBUNE, NOTICE OF { I that the same is a daily newspaper of general FINAL READING OF ORDINANCE Pursuant to awl WerdCounty Rule Cha,,er,Orairlaur:e circulation and printed and published in the City of Number 2015.2 was introduced on ti ro.,dina nr Fet,n an ,1. Greeley, in said county and state;that the notice or 21715,and a public trearing and second reading was held on March 2.2015.A public hearing and final reading was convict- advertisement,of which the annexed is a true copy, ed on March 23,2015,with no change being.made 10 the text of said Ordinance,and on motion duty made and seconded,was has been published in said daily newspaper for adopted.Effective date of said Ordinance is listed below. ted to Any kromaterial,exhibitsorinformationPreviouslysubmi- , consecutive(days): that the notice was published in to the Board of County Commissioners concerting this mat-ler maybe examined in the office of the Clerk to the Bojrd of the regular and entire issue of every number of said County Corn iasroners-located wittnn the Wek1 County Admm- suationguildng,n50pStreal,Greete. newspaper during the period and time of hours of S;0Gam.and 5.00 p.m.,Monday Ihoru Fnoay pima t accessed through the Weld County Web Page Y publication of said notice, and in the newspaper twww.co.weld.co.usl E-Mail messages sent to an individual proper and not in a supplement thereof; that the Commissioner m_ty not be Included in the case file.To ensure inclusion of your E-Mail correspondence into the case tile.please first publication of said notice was contained in the erit'giPganoNWetociks@-?''weld.co.us. copyy toege soda@cp,weld.co.us. ORDINANCE NO 2015.2 First day of April A.D. 2015 and the last ORDINANCE TITLE-IN THE MATTER OF REPEALING AND REENACTING,IN ITS ENTIRETY.CHAPTER 5 REVENUE publication thereof: in the issue of said newspaper AND FINANCE-ARTICLE IV PURCHASING POLICY.OF THE WELD COUNTY CODE bearing the date of the EFFEC'DYE DATE'April 6.2015 WARD OF COUNTYco.MissioNERs First day of April A.D- 2015 that said The WELD COUNTY,COLORADO DATED.March 2?,2015 Greeley Tribune has been published continuously the Totems and uninterruptedly during the period of at least six April 1.2015 P Y months next prior to the first issue thereof contained said notice or advertisement above referred to; that said newspaper has been admitted to the United States mails as second-class matter under the provisions of the Act of March 3.1879,or any amendments thereof; and that said newspaper is a daily newspaper duly qualified for publishing legal notices and advertisements within the meaning of the laws of the State of Colorado. April 1, 2015 Total Charges: $7.61 1st day of April 2015 My Commission Expires 6/1412017 Notary Public • L ra'aROBERT LITTLE NOTARY PUBLIC STATE OF COLORADO NOTARY 1O 20014018494 MY COMMISSION EXPIRES JUNE 14,2017 NOTICE OF SECOND READING OF ORDINANCE Pursuant to the Weld County Home Rule Charter, Ordinance Number 2015-2 was introduced on first reading on February 11, 2015, and a public hearing and second reading was held on March 2, 2015, with no change being made to the text of said Ordinance. A public hearing and third reading is scheduled to be held in the Chambers of the Board, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado 80631, on March 23, 2015. All persons in any manner interested in the next reading of said Ordinance are requested to attend and may be heard. Please contact the Clerk to the Board's Office at phone (970) 336-7215, Extension 4225, or fax (970) 336-7233, prior to the day of the hearing if, as a result of a disability, you require reasonable accommodations in order to participate in this hearing. Any backup material, exhibits or information previously submitted to the Board of County Commissioners concerning this matter may be examined in the office of the Clerk to the Board of County Commissioners, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado, between the hours of 8:00 a.m. and 5:00 p.m., Monday thru Friday, or may be accessed through the Weld County Web Page (www.co.weld.co.us). E-Mail messages sent to an individual Commissioner may not be included in the case file. To ensure inclusion of your E-Mail correspondence into the case file, please send a copy to egesick@co.weld.co.us. ORDINANCE NO. 2015-2 ORDINANCE TITLE: IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE -ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE DATE OF NEXT READING: March 23, 2015, at 9:00 a.m. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO DATED: March 6, 2015 PUBLISHED: March 11, 2015, in the Greeley Tribune di)6-o ysa- Aliidavit of Publication S I All.: O1= (•O1 t)RAl)() ss. t.,luny. of\Veld. (_;Itiill't larkcn of said County of Weld. being duly sworn. say that I am an ad%crusttie clerk of THE c1MELEY TLZILIUNE. that the sante is a daily newspaper of general circulation and printed and published in the City of Greeley, in said county and state:that the notice or advertisement. of which the annexed is a true copy. has been published in said daily newspaper litr consecutive(days): that the notice was published in the regular and entire issue of every number of said newspaper during the period and time of publication of said notice, and in the newspaper NOTICE OF proper and not in a supplement thereof; that the SECOND READING OF ORDINANCE first publication of said notice was contained in the Pursuant to:re Weld County Horne Ruie Cr-tarter.Ordnance Eleventh day of March A.D. 2015 and the last Number 201.5-2 was introduced on first readtn9 on February I t. 2015,ands pudic hearing and second reading vies tawon publication thereof: in the issue of said newspaper Mardi 2,2015,with no change bean made to the text of said Ordinance A public hearing and third teatime re scheduled to be bearing the date of the new in the Chambers of the Board,located within the Weld countyAdmrnisvahrslBuildiflg.11500 Street,Greetey.Cob- Eleventh day of March A.D. 2015 that said The redo 80631,on March 23.201S.All persons m any manner in. terested in the next reading of said Ordinance are requested to Greeley Tribune has been published continuously attend and may be heard Please contact the Clerk to the Board's Once at"re(dr0)336-7215.Extension 4225,or fax and uninterruptedly during the period of at least six 1970'336.7233.poor to the day of the hearing it,as a recut of a disability,you require reasonable accommodations n order to months next prior to the first issue thereof participate in Sto hearing Any backup material.exhibes or in- formation previously submitted to the Board of County Commis- contained said notice or advertisement above sewers concerning this matter may be examined in the office of the Clerk to the Board of County Commissioners.located within referred to; that said newspaper has been admitted the Weki County Administration Building,1150 0 Street.Gree- ley.Colorado.between the hours of 8:00 a.m.and 5:00 p.m., Monday thru Friday,or may be accessed through the Weld under the provisions of the Act of March 3,1879,or County Web Page rwww.co.weld.co us).E-Malt messages sent to en individual Commissioner may not be included in the case any amendments thereof; and that said newspaper file.To ensure inclusion of your E-Mau correspondence into the ease tile•please send a copy to egesk:kecawetdco.us is a daily newspaper duly qualified for publishing ORDINANCE NO.20I 5-2 ORDINANCE TITLE,IN THE MATTER OF REPEALING-AND legal notices and advertisements within the REENACTING,IN ITS ENTIRETY,CHAPTER 5 REVENUE AND FINANCE-ARTICLE IV PURCHASING POLICY,OF THE meaning of the laws of the State of Colorado. WELD COUNTY CODE DATE OF NEXT READING:March 23,2015,at 9:00 e.m. BOARD OF COUNTY COMMISSIONERS WELD COUNTY,COLORADO March 11, 201.5 DATEC:March 5,2015 TrrMarch 11.2015 Total Char es: $896 1 11th day of March 2015 �1y Commission Expires 6/14/2017 /7/7-1.-21- ../eM Notary Public 0?0�5 045. 'ROBERT LITTLE. NOTARY PUBLIC STATE OF COLORADO NOTARY ID 2OO14O18494 1 MY COMMISSION EXPIRES JUNE 14.2017 NOTICE OF FIRST READING OF ORDINANCE Pursuant to the Weld County Home Rule Charter, Ordinance Number 2015-2 published below, was introduced and, on motion duly made and seconded, approved upon first reading on February 11, 2015, A public hearing and second reading is scheduled to be held in the Chambers of the Board, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado 80631, on March 2, 2015. All persons in any manner interested in the reading of said Ordinance are requested to attend and may be heard. Please contact the Clerk to the Board's office at phone (970) 336-7215, Extension 4225, or fax (970) 336-7233, prior to the day of the hearing if, as the result of a disability, you require reasonable accommodations in order to participate in this hearing. Any backup material, exhibits or information previously submitted to the Board of County Commissioners concerning this matter may be examined in the office of the Clerk to the Board of County Commissioners, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado, between the hours of 8:00 a.m. and 5:00 p.m., Monday thru Friday, or may be accessed through the Weld County Web Page (www.co.weld.co.us). E-Mail messages sent to an individual Commissioner may not be included in the case file. To ensure inclusion of your E-Mail correspondence into the case file, please send a copy to egesick@co.weld.co.us. ORDINANCE NO. 2015-2 ORDINANCE TITLE: IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE - ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE DATE OF NEXT READING: March 2, 2015, at 9:00 a.m. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO DATED: February 13, 2015 PUBLISHED: February 18, 2015, in the Greeley Tribune WELD COUNTY CODE ORDINANCE 2015-2 IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE - ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF WELD, STATE OF COLORADO: WHEREAS, the Board of County Commissioners of the County of Weld, State of Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board of County Commissioners, on December 28, 2000, adopted Weld County Code Ordinance 2000-1, enacting a comprehensive Code for the County of Weld, 2015-0452 including the codification of all previously adopted ordinances of a general and permanent nature enacted on or before said date of adoption, and WHEREAS, the Weld County Code is in need of revision and clarification with regard to procedures, terms, and requirements therein. NOW, THEREFORE, BE IT ORDAINED by the Board of County Commissioners of the County of Weld, State of Colorado, that Chapter 5, Article IV, of the Weld County Code be, and hereby are, repealed and re-enacted, in its entirety, to read as follows. CHAPTER 5 REVENUE AND FINANCE ARTICLE IV Purchasing Policy Sec. 5-4-10. Statement of policy. A. The Local Government Budget Law of Colorado, Section 29-1-103, 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 29-1-113, C.R.S., and Section 14-2 of the 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. B. Section 29-1-110, C.R.S., provides that, during the fiscal year, no officer, employee or other spending agency shall expend or contract to expend any money, incur any liability or enter into any contract which, by its terms, involves the expenditures of money in excess of the amounts appropriated. Any contract, verbal or written, made in violation of this Section shall be void and no moneys belonging to a local government shall be paid on such contract. Subsection 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 unless otherwise delegated. C. Section 29-1-115, C.R.S., provides that any member of the governing body of any local government or any officer, employee, or agent of any spending agency, who knowingly or willfully fails to perform any of the duties imposed upon him or her, by this Article, or who knowingly and willfully violates any of its provisions is guilty of malfeasance in office and, upon conviction thereof, the court shall enter judgment that such officer so convicted shall be removed from office. Any elector of the local government may file an affidavit regarding suspected malfeasance with the District Attorney, who shall investigate the allegations and prosecute the violation if sufficient cause is found. It is the duty of the court rendering any such judgment to cause immediate notice of such removal to be given to the proper officer of the local government so that the vacancy thus caused may be filled. D. 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 the County. By utilizing a consistent policy of purchasing procedures, the County's elected officials and department heads will find it easier to comply with the provisions of the state statutes and the Home Rule Charter. E. This Article will provide reference for questions that may arise, and will assist in prompt procurement consistent with economy. F. The 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 receipt of quotes and the purchase of supplies, materials, property, equipment, and inventory pursuant to policies and procedures established by the Board of County Commissioners and in accordance with the Charter and the laws of the State. The policy of the Department of Purchasing 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 contact with existing or potential suppliers after submission of a purchase requisition shall be made by, or with the knowledge and approval of, the Department of Purchasing or the delegated Department Head (elected official). While establishing and maintaining satisfactory supplier relationships, the acceptance or solicitation of entertainment, loans, gifts, or special considerations by any County personnel will not be permitted. G. Compliance with the provisions of this Article 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 General Services. H. It shall be deemed a violation of this Article for any County personnel to: 1. Violate the Standard of Conduct or the Code of Ethics for a local government official or County employee as prescribed by Article 18 of Title 24, C.R.S. 2. Knowingly exaggerate requirements for the purpose of temporarily receiving 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 a 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 THE 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. Sec. 5-4-20. Relationship with vendor's representatives. 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 Department of Purchasing and individual departments to establish a relationship of mutual confidence and satisfaction between the County and its suppliers. A. The individual departments should not be burdened with unsolicited visits from suppliers. To avoid this, they should observe the following procedures: 1. All unsolicited vendor's representatives will be referred to, and received by, the Department of Purchasing; and when necessary for them to talk with department heads or elected officials, the interview will be arranged by the Department of Purchasing. If an unsolicited vendor should contact the department directly, he or she shall be immediately referred to the Department of Purchasing. No unsolicited vendor is permitted in departments unless approval is received from the Department of Purchasing. 2. The Department of Purchasing will inform or distribute to department heads (elected officials) any useful information received from interviews, catalogs, advertising, e-mail, etc. B. During the course of business, it is recognized that the individual departments will need to conduct analysis of products in regards to quality, costs, flexibility, and applicability. Therefore, individual departments may solicit visits from supplier(s) for demonstration purposes. 1. Solicited demonstrations or product inquiries can be explored by either individual departments or the Department of Purchasing. 2. Interactions during these solicitations and demonstrations shall comply with ethical standards of conduct. Sec. 5-4-30. Bid regulations. A. Section 14-9 of the 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. B. Section 30-11-110, C.R.S., specifies that it is unlawful for any board of county commissioners of any county to accept any bid or make a purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of its county, from any person, company or corporation having its manufactory or principal place of business outside the State, when the same can be procured from some person, company or corporation having its manufactory or principal place of business within this State and at a net cost which shall not exceed the amount for which such books, stationery. records, printing, lithographing or other supplies can be procured and delivered to the County by any person, company or corporation having its manufactory or principal place of business without the State. C. Section 43-2-209, C.R.S., specifies that: "Contract for work on highways - advertise for bids. If 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 equal to, or greater than, the amount at which a contract requires a contractor's bond under Section 38-26-105, C.R.S., 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. The advertisement must describe the work to be done and its location and must refer all persons to the person holding the plans and specifications therefore, and such contract shall be awarded to the lowest responsible bidder, the board reserving the right to reject any bids proffered. The cost of any county highway work mentioned in Section 43-2-208 to 43-2-210 may be paid out of the county road and bridge fund or emergency road fund, as the board may determine." D. The Department of 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. Sec. 5-4-40 Definition of Terms: The following terms shall be used with the given definitions when used throughout this section. A. Department: The term "Department" includes all offices of the Weld County Government. B. Purchases: The term "Purchases" is defined and categorized as follows: 1. Small Purchases are goods and services for less than $5,000. 2. Informal Purchases are those transactions of $5,000 and up to $25,000. 3. Formal Purchases are those transactions greater than $25,000 and must be processed through the Purchasing Department. C. Purchase Order: A Purchase Order is a document issued by the Department of Purchasing to a supplier that specifies the goods or services to be purchased. An official Purchase Order includes the signature of the Director of General Services. The Controller can sign Purchase Orders during the absence of the Director of General Services. D. Requisition: A Requisition is a request to the Purchasing Department to purchase specified goods or services. Requisitions ensure that the purchase is appropriately approved, budgeted, and that the County is receiving a competitive price. Requisitions should include: 1. Organization making request. 2. Name of originator. 3. Specifications of product/service. An accurate description and specification for every item listed, including catalog/part/model numbers, size, color, etc., but not so restrictive as to unduly limit competitive bidding. 4. Estimated cost for each item. If pricing was obtained, the quotation(s) should be noted on the requisition. Copies of all quotes and other relevant information should be submitted with the requisition or referenced on electronic requisitions, scanned and emailed, or sent via County mail. 5. Quantity needed. 6. Account to be charged. 7. Department Head (elected official) or designee approval. 8. Recommended supplier(s), if known. 9. Delivery. Delivery instructions, stating specifically delivery date and location. 10. Other pertinent information. Sec. 5-4-50. General information. A. A smooth flow of requisitions, purchase orders, and invoices must be accomplished. Departments can assist by giving the Department of Purchasing as much time as possible to fill an order. The Department of Purchasing shall 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 Department of Purchasing, the Director of General Services should be notified. B. The purchasing agent shall purchase only those supplies, materials, and equipment requested 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. C. The Board of County Commissioners may, by motion or resolution, purchase an item of used equipment which, by its very nature is not biddable as a practical matter. D. All provisions of the Home Rule Charter prohibiting employees and elected officials of the County from doing business with the County shall be strictly adhered to in connection with the purchase of all supplies, services, materials, and equipment by the Department of Purchasing and department heads. E. Departments are encouraged to seek the assistance of the purchasing staff as early in the acquisition process as possible and as necessary. It is at the beginning of the process that using departments can realize the major benefits provided by the Department of Purchasing staff, who will suggest products or services to meet the using department's 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 the using department as soon as it decides to solve a supply problem. Departments should contact the Department of Purchasing prior to budgeting and/or submitting a requisition. F. Special circumstances for negotiated purchases without bid. Purchase Orders and contracts may be awarded by the Board of County Commissioners without the requirement stated in this Section in any of the following cases: 1. 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. 2. Service on existing equipment if it is to the County's advantage to obtain parts, repair or service on existing equipment, its supplies or software from a factory-authorized dealer or manufacturer. Sec. 5-4-60. Purchasing Limits and Procedures These procedures are adopted pursuant to Section 14-9 of the Home Rule Charter. As discussed in Section 14-9, all purchases shall assure open and competitive bidding. All bid specifications shall be prepared in such a manner as to invite and encourage bidding from all suppliers. No specifications shall be submitted to bidders so restrictive in detail as to eliminate any line of competitive equipment. In all cases, the County shall reserve the right to reject any and all bids and/or select the bid which is in the best interest of the County. A. Small Purchases. Purchasing authority has been delegated to the Department head of each Department for those transactions under $5,000 and within their budget. Small purchases do not require quotes or a purchase order; however, Departments are expected to make purchases in the best interest of the County. Acquisitions of products and services under $5,000 may be handled three ways: 1. Submission of a formal requisition request to Purchasing, 2. Use of a procurement card (subject to the limitations of Section 5-4-200), or 3. Invoice generated by vendor for a direct pay. B. Informal Purchases. Purchasing authority has been delegated to the Department head of each Department for those transactions between $5,000 and $25,000 and within their budget. Departments may request, via a requisition, the Purchasing Department to request quotes and conduct the transaction. Quotes should be sought to foster fair and open competition and to achieve maximum economy for the County. The amount of money being spent for the goods or services should cover a 12-month period. Quotes should not be awarded, within a 12-month period, to the same or similar vendors to avoid doing a Formal Bid. 1. The informal bid process consists of: a. Submission of a formal requisition request to Purchasing or a direct department solicitation to qualified vendors. b. Either method should consist of a minimum of three (3) bids (whenever possible) with results sent to Purchasing to be maintained as a public record. The quotations may be in writing, e-mail, via telephone, or via facsimile. If by telephone, a complete record of the transaction must be maintained, to include, as a minimum, the following for each supplier contacted, including suppliers from whom quotes were solicited, but did not bid or respond: supplier name, quoted by (name), date of quotation, and quoted price. 2. Payment for acquisitions of product and services can be secured through: a. Purchase order initiated by Purchasing, b. Use of a procurement card (subject to the limits of Section 5-4-180), or c. Invoice generated by vendor for a direct pay. 3. If the low bid is found unacceptable because of some factual circumstance, the Department should write a clear, concise, and factual justification for not accepting the lowest bid. 4. 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. 5. In the event items do not meet specifications, the Department of Purchasing or individual 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 Department of Purchasing or individual Department may accept an alternative bid. C. Formal Purchases. All vehicle purchases and purchases over $25,000 must go through the formal bid process. The formal bid procedures may be used for purchases under the amount established by the annual purchasing ordinance (twenty-five thousand dollars [$25,000]) when the best interest of the County so dictates. 1. All bidding shall be in accordance with, and pursuant to, Section 14-9(1)-(5) of the Home Rule Charter. 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 (twenty-five thousand [$25,000]) 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. Prior to advertising for such bids, the purchasing agent shall verify that the purchase is authorized in the current budget. 2. 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 or media, such as an online bid advertisement service. Such advertisement shall include, but not be limited to, the following: a. General description of the required commodity or service. b. The location to obtain required bid documents. c. Cost of bid documents (if applicable). d. Amount of bid bond (when applicable). e. Time and place of bid opening. f. Reservation of the right to: (1)Waive informalities, (2) Reject all bids, or (3) Accept the proposal deemed most advantageous to the best interest of the County. 3. Invitations to bid shall be sent to all appropriate vendors on the County's vendor list and/or through the appropriate online bid advertisement service categories. The County may send invitations to other qualified vendors and/or by advertising on the internet or through direct solicitation. 4. 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. 5. All formal bids 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 email or facsimile, 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. 6. The Department of Purchasing may introduce "other source" bids that serve the best interest of the County. "Other source" bids are quotes for products and/or services which are obtained from entities such as on-line sources, direct-buy from manufacturers or wholesalers, published catalogues, or other sources which may increase competition and reduce cost. 7. Formal bid review and award. When evaluating bids, consideration may be given, but not necessarily limited to some or all of the following: price, bidder's previous record of performance and service (internal/external), ability of bidder to render satisfactory service in this instance (i.e., training, maintenance and repairs), availability of bidder's representative to call upon and consult with the end users, quality and conformance to specifications, delivery schedule, life cycle costs, warranty. a. The department head and the purchasing agent will make a recommendation to the Board of County Commissioners. The final award of the bid will be approved by the Board of County Commissioners. If the low bid is found unacceptable because of some factual circumstance, the Department should write a clear, concise, and factual justification for selecting other than the low bid. b. Per Section 14-9(3) of the Weld County Home Rule Charter, the County Commissioners shall give preference to resident Weld County bidders in all cases where the bids are competitive in price and quality. c. Per Section 14-9(4) of the Weld County Home Rule Charter, 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. d. Exceptions to this section include sole source purchases and professional services approved by the Board of County Commissioners. Sec. 5-4-70. Questioned purchase requisitions and purchase order changes. A. The Director of General Services has the right and duty to question any item on a requisition that may be unnecessary and/or unreasonable. B. The Director of General Services has a duty to question increases to purchase orders to ensure the appropriate change order was obtained. C. The Director of General Services does not, however, assume the authority to refuse to authorize the purchase of the item requisitioned or the increase in the purchase order, which is authorized through the Accounting Department. D. In the event of a questioned requisition or purchase order change, the matter will be brought to the attention of the Board of County Commissioners which, in its capacity, will make the final administrative determination concerning the purchase. Sec. 5-4-80. Expenditures not requiring requisitions. A. 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. The following is a list of the expenses which will be processed for payment in the Department of Accounting without a requisition and purchase order: 1. Notices. Notices placed in newspapers or other publications for any County business. 2. Allocations to outside agencies. Payments made to agencies outside County government for which an amount was determined at budget hearings. (Nonprofit agencies, libraries, cities, etc.) 3. Auto mileage and personal reimbursements. Reimbursements to County employees or individuals for expenses paid out-of-pocket. Mileage shall be reimbursed at the current rate per mile for authorized travel on County business. 4. Fees paid for autopsy services. 5. Dues, meetings and travel expenses. Dues to organizations, registration fees for seminars and conventions, and 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 Department of Human Services clients). 7. Expert witnesses. Expert witnesses called by the District Attorney, County Attorney or Sheriff to testify in the County's behalf. 8. Postage. Stamps, postage-paid envelopes or postcards. 9. Rent payments. Monthly rental payments for office equipment, buildings, vehicles, etc. 10. Telephone. Regular telephone bills or telephone answering service. 11. Transcripts. Transcripts for the District Attorney, County Attorney or other County offices. 12. Utility bills. Monthly charges for electrical, water and 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, subscriptions, and publications. Publications, books, magazines, or published materials. 15. Vehicle fuel. Gas, diesel, and propane. 16. Computer support. Computer hardware, software, maintenance, and supplies when determined by the Director of Information Technology not to be competitive resources compatible to the County's computer environment. 17. Repair and maintenance agreements for office equipment such as copiers and furniture, etc. (Exception: when the vendor requires a Purchase Order prior to working on equipment.) 18. Repair, maintenance and service agreements required by the Director of Buildings and Grounds to maintain County facilities. (Exception: when the vendor requires a Purchase Order prior to working on equipment.) 19. Towing. Vehicles towed by the Sheriff or emergency towing of County vehicles. 20. Medical and fringe benefit claims. Payment made for insurance claims or flexible benefit accounts. 21. Photo reproduction. 22. Petty cash. Reimbursements to petty cash funds. 23. Waived items. The Director of General Services may waive the requirement for Requisition and Purchase Order when warranted by circumstances. 24. Equipment rental. The Director of General Services may approve rentals of short-term duration not to exceed thirty (30) days or twenty five thousand dollars ($25,000). The Director of Public Works and the Director of Buildings and Grounds may approve rentals of short-term duration not to exceed thirty (30) days or twenty-five thousand dollars ($25,000) for their respective departments. Rental of equipment is subject to the requirements of Section 5-4-60.B. of this Article. Only the Board of County Commissioners may approve rentals that exceed thirty (30) days or twenty-five thousand dollars ($25,000). 25. Medicine and supplies. The purchase of medicines and supplies by the Director of the Department of Public Health and Environment in cases where criteria other than price are considered paramount; i.e. safety and quality. 26. Items purchased from current state, federal, GSA or other cooperative contracts. 27. Emergency purchases when: a. Human life, safety, health, or County property is in jeopardy. b. Repairs of equipment involving hidden dangers. c. Repairs are immediately needed for equipment where delay would lead to higher expense. 28. Items which are proprietary (software, etc.). 29. OEM (Original Equipment Manufacturer) requirements for equipment under lease, rental, warranty or maintenance. 30. Design limitations and compatibility with existing equipment. 31. Professional services that do not lend themselves to competitive bidding. Professional Service Agreements are contracts with persons or entities which due to their experience, education, and expertise, provide technical or specialized services. With approval of the Board of County Commissioners, Professional Services may be obtained without following the requirements of this Chapter. Sec. 5-4-90. Sole Source Purchases Purchases may be exempt from the quote and bid process if there is only one appropriate vendor. Some equipment designation effectively eliminates competition, so support documentation will be required on the requisition to explain why only a particular brand or service is acceptable. A sole source situation could arise because of compatibility with existing equipment due to the fact that the product or service is patented or copyrighted. Such purchases, when identified and justified by the requesting department and upon concurrence of the Purchasing Director, shall be exempt from the quote and bid process. The Purchasing Department will maintain records of all sole source justifications. Any sole source purchase over $25,000 will require approval from the Board of County Commissioners. Sec. 5-4-100. Cooperative purchasing. A. The purchasing agent may participate in joint bidding with other public agencies if it is deemed in the best interests of the County. B. The Board of County Commissioners can accept any of the state bids without rebidding the same goods/services at the discretion of the Board of County Commissioners or the Department of Purchasing. C. When determined to be in the best interest of the County, the Board of County Commissioners may select vendors or screen qualifications from other government procurement processes when those processes meet or exceed those described in this Code. Sec. 5-4-110. Emergency purchases. A. Only the Department of Public Works, Office of Emergency Management, Department of Public Safety Communications, and Department of Buildings and Grounds 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 Department of Purchasing. Purchases not truly an emergency or abuse of emergency purchases by the above departments will be considered unauthorized purchases as specified in Paragraph 5-4-10.H.5 of this Article. B. As described in Sections 2-15-60 and 2-16-60 of this Code, in the event of activation of the Continuity of Government (COG) Plan or Emergency Operations Center, all purchasing rules set forth in this Chapter shall be suspended, subject to Board of County Commissioners review. In the event the Continuity of Government Plan is activated, the COG TEAM LEADER designated by the Board of County Commissioners and/or the Weld County Director of Finance and Administration shall have the authority, subject to Board review, to approve any purchases that are necessary in order to continue the County government. In the event the Emergency Operations Center is activated, the Director of the Weld County Office of Emergency Management, the Weld County Director of Finance and Administration and the Weld County Director of General Services shall have the authority, subject to Board review, to approve any purchases that are necessary in order to ensure the continuation of vital services and to continue the Emergency Operations Center and incident command operations. C. Informal purchase. In the event of a County-declared emergency disaster or other warranted conditions, the Board of County Commissioners may set an alternative amount (found in Appendix 5-L) for informal purchases in order to expedite the procurement process to speed response and recovery. D. Ten-day waiting period. Per Section 14-9 of the Weld County Home Rule Charter, the ten-day waiting period for sealed bids and bids over the amount set annually by ordinance (found in Appendix 5-L) by the Board of County Commissioners may be waived by resolution of the Board for emergency purchases. Sec. 5-4-120. Procurement by the Department of Information Technology. The Weld County Department of Information Technology shall purchase all information technology resources, including, but not limited to, electronic hardware, software, and services for all County Departments, with exception to the Department of Public Safety Communications as described in Section 5-4-125. All purchases shall be conducted in accordance with the policy and procedures set forth in this Chapter and in the Information Technology Procurement Policy of Chapter 9, Article IX of this Code. All non-IT resource purchases, such as furniture, office supplies, etc., shall be purchased by the Department of Purchasing. Sec. 5-4-125. Procurement by the Department of Public Safety Communications. The Weld County Department of Public Safety Communications shall purchase all information technology resources, including, but not limited to, electronic hardware, software, and services of the Department. All purchases shall be conducted in accordance with the policy and procedures set forth in this Chapter. All non-IT resource purchases, such as furniture, office supplies, etc. shall be purchased by the Department of Purchasing. Sec. 5-4-130. Procurement by the Department of Human Services The Department of Human Services shall procure all needed professional services required by the Department and as approved by the Board of County Commissioners. Procurement shall be conducted in accordance with the policy and procedures set forth in this chapter and/or the requirements of any grant, contract, or other funding requirements. All non-professional services, such as furniture, office supplies, etc., shall be purchased by the Department of Purchasing. Sec. 5-4-140. Contracts for professional services or independent contractors. Individuals or companies hired to perform services, independent contract work, or provide goods or materials, awarded through the formal bid process (>$25,000), shall enter into a contract approved by the County Attorney. The Director of General Services may waive the requirement for a contract on a case-by-case basis. Contracts may be required by the Director of General Services for informal purchases (<$25,000) on a case-by-case basis. A. Selection process: 1. The selection of individuals or companies to perform professional services work shall be conducted in accordance with purchasing procedures described in this chapter. Selection criteria may vary with each specific service. 2. If the needed service or materials can be provided by other than a sole source, a request for proposal or request for quote will be made by the Department of Purchasing with assistance from the requesting department. In the case of a sole source, the Department of Purchasing will make the determination that no other qualified vendor is available or practical for use by the County. In cases of a sole source, the reason or reasons for specifying the sole source must be stated in the signed contract for the record. B. Contract Establishment 1. Department employees with designated contract management authority for goods and services shall follow the procurement procedures. In addition, the designated department contract manager or representative shall enter the contract into the contract management system for review and appropriate signatures. The following are generally required: a. Review and coordination with the County Attorney to develop the contract which ensures proper liability indemnification and insurance statements are incorporated. b. Obtain contractor's legal representative signature on contract. c. Review and approval by Department Head. d. Review and approval by the Director of General Services. e. Review and approval by Director of Finance and Administration, or designee. f. Coordination with the Clerk to the Board so contract can be presented to the Board for final approval. 2. Department employees with contract management authority shall ensure the appropriate certificate of insurance and bonding documentation is secured prior to permitting work to be performed. If possible, this documentation shall accompany the contract presented for Board approval. If not possible to accompany contract, the documents shall be provided to the purchasing agents for inclusion into record keeping. C. Approval Process: 1. State statutes and Section 3-8(4)(m) of the Weld County Home Rule Charter requires that all contracts must be approved by the Board of County Commissioners and signed by the Chair of the Board in order to be valid. Unless otherwise authorized, prior to consideration for approval by the Board of County Commissioners, the contract shall be approved by the County Attorney, the Department Head originating the contract, the Director of General Services and the Director of Finance and Administration, or designee. 2. Approval by the Board of County Commissioners shall follow the procedures described in Section 2-1-40 of this Code. D. Modifications to contracts. Every contract change order, renewal, term modification, or price adjustment (in excess of the original contract amount) must be approved. 1. Modifications under twenty-five thousand dollars ($25,000) (cumulative) to service contracts can be approved by the department head or designee, or elected official. Modifications over twenty-five thousand dollars ($25,000) (cumulative) to service contracts must be approved by the Board of County Commissioners. 2. Modifications including, but not limited to, change orders, term modifications or price adjustments (in excess of the original contract amount) to capital improvement construction contracts, must be approved by the Board of County Commissioners. a. The Chair of the Board is authorized to enter into and sign contracts and agreements for all change orders to contracts for construction projects of up to five percent (5%) of the original contract amount, not to exceed twenty five thousand dollars ($25,000) (cumulative). E. Term of Contract. When it is in the best interest of the County, contracts can be on a multiple-year basis with renewals at the option of the County and approval by the Board of County Commissioners. F. Contract Implementation. Department Heads (and elected officials) are responsible for implementation of the requirements and specifications of all contracts with their Department. Sec. 5-4-150. Qualification-based selection process for professional services. A. Applicability. This qualification-based selection (QBS) process must be used whenever required by state or federal law. Appendix 5-P provides additional guidance. B. QBS procedure. 1. Step 1: RFQ. A Request for Qualifications ("RFQ") shall be advertised by the Department of Purchasing, outlining general project requirements and proposal guidelines. a. The RFQ may be advertised at the time that a project need arises or prior to any project need arising. If the RFQ is not project-specific, the RFQ shall be advertised annually, in order to create a short list of qualified individuals or firms that are able to provide professional service. Nothing in this Section precludes the County from accepting qualifications and/or vendors as allowed in Section 5-4-60 of this Article. b. Individuals or firms responding to the RFQ shall submit a statement of interest to the Department of Purchasing by a designated date. Such statements shall address the categories provided in Appendix 5-Q. c. The department head or elected official shall designate a review team which shall review the individuals/firms based upon their statements of interest according to the criteria provided in Appendix 5-Q. The Director of General Services, or his or her designee, shall participate on every review team. The review team shall create a short list of three (3) to five (5) individuals/firms. 2. Step 2: RFP/Interviews. The department head or elected official shall provide a Request for Proposal (RFP) to each of the individuals/firms on the short list, who shall be required to attend a mandatory pre-proposal meeting. The review team shall interview all individuals/firms responding to the RFP and shall rank each proposal according to the criteria provided in Appendix 5-S. 3. Step 3: Negotiation. a. The department head or elected official, or his or her designee, shall negotiate in good faith with the highest ranked firm or company in order to come to agreement on all aspects of the contract, including total contract price. b. If no agreement can be made with the highest ranked company or firm, the department head or elected official, or his or her designee, may stop negotiations and begin negotiations with the next highest ranked firm or company. This process may be repeated as may be necessary. If negotiation is not successful with any of the ranked companies or firms, the department head or elected official may begin the QBS process over or may begin the negotiation process over. C. Best Value QBS procedure. 1. Step 1: RFQ. Whenever the project is not required by state or federal law to be procured through the QBS Procedure outlined above, the following Best Value QBS process may be used at the discretion of the Board of County Commissioners. Step 1 of the process is identical to Step 1 under Subsection B. above. 2. Step 2: RFP. The department head or elected official shall provide a RFP to each of the individuals/firms on the short list, who shall be required to attend a mandatory pre-proposal meeting. The review team shall review all proposals according to the criteria provided in Appendix 5-R and shall interview the lowest bidder. 3. Step 3: Interview/Award. If the low bidder's proposal meets the specifications provided in the RFP, the department head or elected official shall recommend that the Board of County Commissioners award the contract to the low bidder. If the low bidder's proposal does not meet the specifications of the RFP, the department head or elected official shall interview the next lowest bidder until the lowest bid that meets specifications is identified. D. Approval of contract. The results of the selection process, including the name and address of the recommended firm or company, and a Professional Services Agreement, shall be presented to the Board of County Commissioners for approval and specific Board action. No QBS-negotiated contract shall be approved except through this process. Sec. 5-4-160. Product standardization. All materials, supplies and equipment purchased by the County will be standardized whenever in the best interest of the County. A. On an as-needed basis, a County standards committee will be established by directive of the Board of County Commissioners. The purpose of the committee 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. Sec. 5-4-170. Disposal of surplus property. A. This procedure shall be used for disposing of all County-owned material, equipment and supplies except for property seized by the Sheriffs Office. B. All departments shall submit to the Department of Accounting, 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 Department of Accounting, 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. C. Estimated sales in amounts or estimated amounts of twenty-five thousand dollars ($25,000) 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 Controller 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 twenty-five thousand dollars ($25,000) shall be made by informal procedures calculated to achieve maximum benefit to the County. Revenue received from said sales shall revert to the appropriate fund. D. Transfer of supplies, materials and equipment between departments shall result in a debit and credit to the accounts of the departments involved, provided that the departments are within the same fund. The value of the items transferred shall be established by the Controller 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 Department of Accounting. E. Transfer of supplies, materials and equipment between departments in different funds shall result in a journal entry being written from one (1) fund for deposit in the other fund by the Department of Accounting. F. No supplies, materials, or equipment shall be sold or otherwise disposed of without prior approval of the Board of County Commissioners and/or the Controller. G. Nothing contained herein shall be construed to prohibit the return of unused materials, supplies or equipment which are surplus to the requirements of the 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 the County. All materials, supplies, or equipment returned shall be reported to the purchasing agent. H. 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 of County Commissioners. Sec. 5-4-180. Payments. A. All bills paid by the County are paid through the Accounting System and fall into one (1) of the following categories: 1. Direct pay is a payment generated without system-generated purchase order. Expenditures in this category do not have a requisition due to departmental spending limits and procedures identified in Section 5-4-60. A list of other expenditures for which Direct Pay can be used listed in Section 5-4-80. 2. Regular pay — payment with system-generated purchase order. Expenditures in this category require a purchase order. 3. Procurement Card (P-Card) purchases using issued credit card with settlement at end of each month. B. Upon approval of the Controller, Director of Finance and Administration or the Director of General Services, an expenditure without a requisition and purchase order may be paid if, in his or her opinion, circumstances warrant payment. C. 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. D. The original copy of the invoice shall be scanned and saved by the Department of Accounting. Once the invoice is scanned, the originating department will process the payment. E. Appropriate on-line approvals for the Accounting System must be completed, with the Department of Accounting having final approval on all payments. After approvals are complete, the warrant will be printed and mailed out with appropriate remittance documents. Sec. 5-4-190. Purchasing Card (P-Card) Program. By Resolution #2005-1610 of the Board of County Commissioners, approved and effective June 1, 2005, the following policy and procedures were adopted for the Purchasing Card (P-Card) Program: A. Purpose. The purpose of the P-Card Program is to streamline and simplify the purchasing and payment process for County transactions. The goal of the program is as follows: 1. To simplify the reimbursement process. 2. To eliminate the time-consuming bank record process. 3. To reduce or eliminate out-of-pocket expenses. 4. To provide P-Card holders with empowerment to choose. B. General guidelines. 1. P-Card users must comply with all other applicable sections of this Purchasing Policy, including, but not limited to, Section 5-4-60 of this Article, regarding the need to obtain bids. 2. Card issuance. Each P-Card holder will be required to complete a P-Card holder agreement. By signing the agreement, the P-Card holder has agreed to adhere to the guidelines established in this Section. A sample of the cardholder agreement is available in the Accounting Department. a. Each P-Card holder is the only person entitled to use a card. The card is not to be used for personal use. b. Since each P-Card is linked to a specific area number and individual cardholder, the card cannot be transferred from one P-Card holder to another. c. Upon receipt of the P-Card, the P-Card holder must activate the account by calling the toll-free number printed on the card. For verification purposes, the P-Card holder will be asked to provide his or her unique identification number. 1) Although the card is issued in the P-Card holder's name, his or her personal credit history will not affect the ability to obtain a card. d. The County is responsible for payment of all purchases. 3. Account maintenance. To change any information regarding an account, such as e-mail address or expense accounting code, a P-Card holder must contact the P-Card Administrator and complete appropriate documentation. 4. Card usage. The P-Card can be used at any merchant that accepts Visa, except as the County otherwise directs. It may be used for in-store purchases, as well as phone, fax or mail orders. There is no special terminal or equipment needed by the merchant to process a P-Card transaction. a. When using the P-Card, inform the merchant not to send an invoice to Accounts Payable, since this may result in a duplicate payment. b. For phone, fax and mail orders, the merchant should send a receipt/packing list only. The receipt/packing list should indicate "paid by credit card,"with the P-Card holder's name listed in the "ship to"field. The receipt/packing list needs to be turned in with all other receipts for the month to the approver. 5. Limitations and restrictions. Each P-Card has restrictions and limitations that are in line with established purchasing policy. Modifications to any limitation or restriction can only be made by the P-Card Administrator. a. Single-transaction and monthly dollar limits are placed on each P-Card. Purchases should not be split to avoid the single transaction limit. b. The P-Card Program also allows for merchant category blocking. If a particular merchant category is blocked (e.g., jewelry stores) and an attempt is made to use a P-Card at said merchant, the purchase will be declined. The County has made an effort to ensure that the vendors and suppliers used during the normal course of business are not restricted. If a P-Card is refused at a merchant, which is believed to be appropriate, contact the P-Card Administrator in the Accounting Department. c. Automated customer service assistance is available twenty-four(24) hours per day, seven (7) days a week. The menu prompts with options that will provide the following information: 1) Current balance. 2) Report lost or stolen P-Card. 3) Speak with a customer service representative. d. Depending on the result of each inquiry, a P-Card holder may want to discuss the issue further with the supervisor, who is empowered to advise the P-Card Administrator to modify the restrictions on an employee's use of the P-Card. NOTE: All requests for changes in limitations and restrictions must be made through the P-Card Administrator. 6. Lost or stolen cards. Each P-Card holder is responsible for the security of his or her P-Card and any purchases made on the account. Any lost or stolen P-Card must be reported immediately to the issuing bank and the P-Card Administrator. a. Immediately after reporting to customer service at the issuing bank, a P-Card holder must inform the P-Card Administrator. It is extremely important to act promptly in the event of a lost or stolen P-Card to avoid company liability for fraudulent transactions. b. As with a personal charge card, the P-Card holder will no longer be able to use the account number after notifying the bank of a lost or stolen card. A new card will be issued once the P-Card administrator is notified, with delivery within ten (10) days. C. Authorized purchases. The P-Card Program is intended for maintenance, repair, operation and other low-value purchases needed during the course of business. These purchases may include, but are not limited to, the following: 1. Office supplies and forms. 2. Books and subscriptions. 3. Computer supplies, e.g., diskettes. 4. Travel-related expenses. 5. Miscellaneous items. 6. Training registrations. D. Unauthorized purchases and vendors. The P-Card should not be used for the following items: 1. Items for personal use. 2. Cash withdrawals. 3. Direct marketing. 4. As with any County purchase, the P-Card is not to be used for any product, service or merchant considered being inappropriate for County funds. Failure to comply with the above guidelines for authorized purchases under the P-Card Program may result in disciplinary action, cancellation of card privileges and possible termination of employment. E. Reconcilement and payment. Unlike personal credit cards, the P-Card Program is handled as a County liability. The P-Card holder's personal credit history has not been taken into account when a P-card has been issued. 1. The Accounting Department is responsible for paying the invoice each month, and the P-Card holder is not responsible for direct payment under his or her account. 2. It is the responsibility of the P-Card holder, immediately upon receipt of an e-mail from the P-Card Expense Reporting system, to sign on and reconcile the statement on-line. a. Present all receipts in the receipts envelope to the individual responsible for approval, who will electronically review the statement, review receipts and forward to the Accounting Department for final review, interface into the finance system and filing. NOTE: Use one (1) receipt envelope per P-Card holder. Please do not mix P-Card holder receipts. 3. The individual responsible for approval of the statement shall review and approve all documents in the P-Card Expense Reporting system. 4. The P-Card balance is replenished once per month. F. Receipt retention. All receipts for goods and services purchased must be kept. For orders placed via phone, fax or mail, a receipt must be requested detailing merchandise price, freight, etc., and be included with the goods mailed or shipped. A P-Card holder should request a fax of the receipt prior to the goods being shipped, to ensure that a receipt is available for statement reconciliation. NOTE: A merchant should not reject this request since it is a Visa policy. G. Disputed or fraudulent charges. If there is a discrepancy on the statement, it is imperative that the issue is addressed immediately. Depending on the type of discrepancy, the P-Card holder must contact either the merchant or the bank to resolve the disputed transaction. 1. If the merchant has charged incorrectly, or there is an outstanding quality or service issue, the P-Card holder must first contact the merchant and try to resolve the error or problem. If able to do so and the error resulted in an overcharge, a credit adjustment from the merchant should be requested and will appear on the next statement. 2. If the merchant disagrees that an adjustment is necessary, immediately contact the bank. The bank will request complete details of the dispute in writing in order to research the item in question. The details of the disputed transaction should be reported on Weld County letterhead, on the Bank Dispute Form available in the Accounting Department or in the dispute screen available on-line. 3. The bank must receive any charge dispute within sixty (60) days of the transaction date. While resolution is pending, the bank will credit the County's account for the amount of the disputed transaction. a. Although the bank acts as the arbitrator in any dispute, a P-Card holder should never assume that a dispute will be resolved in his or her favor. 4. If the dispute is not resolved satisfactorily and a P-Card holder believes the merchant has unfairly treated him or her, the P-Card Administrator should be notified with the relevant details. Further action may be taken as deemed appropriate. 5. Any fraudulent charge, i.e., a charge appearing which was not authorized by the card holder, must be reported immediately to the bank. Prompt reporting of any such charge will help to protect the County from liability. A Declaration of Forgery or Unauthorized Use Form is available in the Accounting Department to facilitate notification of any such transactions. H. Sales and use tax. Merchants are required by tax authorities to include the applicable sales or use tax at the time of purchase unless the entity, such as the County, is exempt. All purchases for the County are tax exempt and SALES TAX SHOULD NOT BE PAID. A card with the County's tax exempt ID number will be given to each P-Card holder. If a Weld County P-Card is used and the tax exempt ID number is provided, the merchant should not charge sales tax. Note: This is an exemption from Colorado sales tax. Online or out-of-state vendors may not honor this exemption. 1. If the P-Card holder makes a purchase and sales tax is charged (except on meals), the P-Card holder will be responsible for payment of the sales tax or getting a refund from the merchant. The County will NOT pay any sales tax. 2. Questions regarding this policy and any other questions concerning tax issues should be addressed to the P-Card Administrator. Sec. 5-4-200. Audit and Enforcement responsibilities. A. The responsibility for purchasing policy resides with the following: 1. Department Heads will: a. Review and initiate Requisition requests. b. Ensure funding is available in budget prior to initiating Requisition requests. c. Ensure the rules of the procurement process are being followed by staff. d. Make purchases in the best interest of the County. 2. Director of General Services will: a. Ensure rules of the procurement process reflect current practices and are being followed by staff. b. Ensure quotes are recorded/retained for review. c. Review purchase orders. d. Review any increases to purchase orders to ensure any change orders follow the procurement process. 3. Controller will: a. Review Purchasing Card transactions to verify that policy is being followed. b. Verify funding is present in budget during requisition process. c. Verify funding is present in budget for purchase order increases. 4. Director of Finance and Administration will review expenditures in relation to budgeted amount. B. County employees at all levels are responsible for adherence to all sections of the procurement policy. Examples of improper use of purchasing authority include: 1. Stringing or splitting a large purchase into two or more smaller orders in order to avoid bid requirements. 2. Conflict of interest and/or poor ethical conduct. 3. Not processing a purchase utilizing the Requisition to Purchase Order process. 4. Improper, misleading, or deceptive use of the Sole Source Justification or Bid Documentation. a. Individuals will be subject to disciplinary action for failing to handle purchases according to policy and elimination of delegated purchasing authority for the individual or department. b. Employee may be recommended for discipline through the Department of Human Resources. Amend APPENDIX 5-L, Required Bid Amount - ATTACHED BE IT FURTHER ORDAINED by the Board that the Clerk to the Board be, and hereby is, directed to arrange for Colorado Code Publishing to supplement the Weld County Code with the amendments contained herein, to coincide with chapters, articles, divisions, sections, and subsections as they currently exist within said Code; and to resolve any inconsistencies regarding capitalization, grammar, and numbering or placement of chapters, articles, divisions, sections, and subsections in said Code. BE IT FURTHER ORDAINED by the Board if any section, subsection, paragraph, sentence, clause, or phrase of this Ordinance is for any reason held or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions hereof. The Board of County Commissioners hereby declares that it would have enacted this Ordinance in each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective of the fact that any one or more sections, subsections, paragraphs, sentences, clauses, or phrases might be declared to be unconstitutional or invalid. APPENDIX 5-L REQUIRED BID AMOUNT Pursuant to Article XIV, Section 14-9, Section 5 of the Weld County Home Rule Charter, written, sealed bids and a ten-day period for consideration and investigation of the bids are required for purchases in excess of an amount set annually by the Board of County Commissioners by ordinance. Through repeal and reenactment of this Appendix, the amount set for the year 2015 is$25,000; however, the amount is $150,000.00 for all contracts for a disaster emergency event in the case where a declaration of disaster is made by the Board of County Commissioners. NOTICE OF FIRST READING OF ORDINANCE Pursuant to the Weld County Home Rule Charter, Ordinance Number 2015-2 published below, was introduced and, on motion duly made and seconded, approved upon first reading on February 11, 2015, A public hearing and second reading is scheduled to be held in the Chambers of the Board, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado 80631, on March 2, 2015. All persons in any manner interested in the reading of said Ordinance are requested to attend and may be heard. Please contact the Clerk to the Board's office at phone (970) 336-7215, Extension 4225, or fax (970) 336-7233, prior to the day of the hearing if, as the result of a disability, you require reasonable accommodations in order to participate in this hearing. Any backup material, exhibits or information previously submitted to the Board of County Commissioners concerning this matter may be examined in the office of the Clerk to the Board of County Commissioners, located within the Weld County Administration Building, 1150 O Street, Greeley, Colorado, between the hours of 8:00 a.m. and 5:00 p.m.. Monday thru Friday, or may be accessed through the Weld County Web Page (www.co.weld.co.us). E-Mail messages sent to an individual Commissioner may not be included in the case file. To ensure inclusion of your E-Mail correspondence into the case file, please send a copy to egesick@co.weld.co.us. ORDINANCE NO. 2015-2 ORDINANCE TITLE: IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE - ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE DATE OF NEXT READING: March 2, 2015, at 9:00 a.m. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO DATED: February 13, 2015 PUBLISHED: February 18, 2015, in the Greeley Tribune WELD COUNTY CODE ORDINANCE 2015-2 IN THE MATTER OF REPEALING AND REENACTING, IN ITS ENTIRETY, CHAPTER 5 REVENUE AND FINANCE - ARTICLE IV PURCHASING POLICY, OF THE WELD COUNTY CODE BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF WELD, STATE OF COLORADO: WHEREAS, the Board of County Commissioners of the County of Weld, State of Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board of County Commissioners, on December 28, 2000, adopted Weld County Code Ordinance 2000-1, enacting a comprehensive Code for the County of Weld, including the codification of all previously adopted ordinances of a general and permanent nature enacted on or before said date of adoption, and WHEREAS, the Weld County Code is in need of revision and clarification with regard to procedures, terms, and requirements therein. NOW, THEREFORE, BE IT ORDAINED by the Board of County Commissioners of the County of Weld, State of Colorado, that Chapter 5, Article IV, of the Weld County Code be, and hereby are, repealed and re-enacted, in its entirety, to read as follows. CHAPTER 5 REVENUE AND FINANCE ARTICLE IV Purchasing Policy Sec. 5-4-10. Statement of policy. A. The Local Government Budget Law of Colorado, Section 29-1-103, 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 29-1-113, C.R.S., and Section 14-2 of the 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. B. Section 29-1-110, C.R.S., provides that, during the fiscal year, no officer, employee or other spending agency shall expend or contract to expend any money, incur any liability or enter into any contract which, by its terms, involves the expenditures of money in excess of the amounts appropriated. Any contract, verbal or written, made in violation of this Section shall be void and no moneys belonging to a local government shall be paid on such contract. Subsection 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 unless otherwise delegated. C. Section 29-1-115, C.R.S., provides that any member of the governing body of any local government or any officer, employee, or agent of any spending agency, who knowingly or willfully fails to perform any of the duties imposed upon him or her, by this Article, or who knowingly and willfully violates any of its provisions is guilty of malfeasance in office and, upon conviction thereof, the court shall enter judgment that such officer so convicted shall be removed from office. Any elector of the local government may file an affidavit regarding suspected malfeasance with the District Attorney, who shall investigate the allegations and prosecute the violation if sufficient cause is found. It is the duty of the court rendering any such judgment to cause immediate notice of such removal to be given to the proper officer of the local government so that the vacancy thus caused may be filled. D. 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 the County. By utilizing a consistent policy of purchasing procedures, the County's elected officials and department heads will find it easier to comply with the provisions of the state statutes and the Home Rule Charter. E. This Article will provide reference for questions that may arise, and will assist in prompt procurement consistent with economy. F. The 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 receipt of quotes and the purchase of supplies, materials, property, equipment, and inventory pursuant to policies and procedures established by the Board of County Commissioners and in accordance with the Charter and the laws of the State. The policy of the Department of Purchasing 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 contact with existing or potential suppliers after submission of a purchase requisition shall be made by, or with the knowledge and approval of, the Department of Purchasing or the delegated Department Head (elected official). While establishing and maintaining satisfactory supplier relationships, the acceptance or solicitation of entertainment, loans, gifts, or special considerations by any County personnel will not be permitted. G. Compliance with the provisions of this Article 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 General Services. H. It shall be deemed a violation of this Article for any County personnel to: 1. Violate the Standard of Conduct or the Code of Ethics for a local government official or County employee as prescribed by Article 18 of Title 24, C.R.S. 2. Knowingly exaggerate requirements for the purpose of temporarily receiving 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 a 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 THE 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. Sec. 5-4-20. Relationship with vendor's representatives. 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 Department of Purchasing and individual departments to establish a relationship of mutual confidence and satisfaction between the County and its suppliers. A. The individual departments should not be burdened with unsolicited visits from suppliers. To avoid this, they should observe the following procedures: 1. All unsolicited vendor's representatives will be referred to, and received by, the Department of Purchasing; and when necessary for them to talk with department heads or elected officials, the interview will be arranged by the Department of Purchasing. If an unsolicited vendor should contact the department directly, he or she shall be immediately referred to the Department of Purchasing. No unsolicited vendor is permitted in departments unless approval is received from the Department of Purchasing. 2. The Department of Purchasing will inform or distribute to department heads (elected officials) any useful information received from interviews, catalogs, advertising, e-mail, etc. B. During the course of business, it is recognized that the individual departments will need to conduct analysis of products in regards to quality, costs, flexibility, and applicability. Therefore, individual departments may solicit visits from supplier(s) for demonstration purposes. 1. Solicited demonstrations or product inquiries can be explored by either individual departments or the Department of Purchasing. 2. Interactions during these solicitations and demonstrations shall comply with ethical standards of conduct. Sec. 5-4-30. Bid regulations. A. Section 14-9 of the 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. B. Section 30-11-110, C.R.S., specifies that it is unlawful for any board of county commissioners of any county to accept any bid or make a purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of its county, from any person, company or corporation having its manufactory or principal place of business outside the State, when the same can be procured from some person, company or corporation having its manufactory or principal place of business within this State and at a net cost which shall not exceed the amount for which such books, stationery, records, printing, lithographing or other supplies can be procured and delivered to the County by any person, company or corporation having its manufactory or principal place of business without the State. C. Section 43-2-209, C.R.S., specifies that: "Contract for work on highways - advertise for bids. If 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 equal to, or greater than, the amount at which a contract requires a contractor's bond under Section 38-26-105, C.R.S., 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. The advertisement must describe the work to be done and its location and must refer all persons to the person holding the plans and specifications therefore, and such contract shall be awarded to the lowest responsible bidder, the board reserving the right to reject any bids proffered. The cost of any county highway work mentioned in Section 43-2-208 to 43-2-210 may be paid out of the county road and bridge fund or emergency road fund, as the board may determine." D. The Department of 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. Sec. 5-4-40 Definition of Terms: The following terms shall be used with the given definitions when used throughout this section. A. Department: The term "Department" includes all offices of the Weld County Government. B. Purchases: The term "Purchases" is defined and categorized as follows: 1. Small Purchases are goods and services for less than $5,000. 2. Informal Purchases are those transactions of $5,000 and up to $25,000. 3. Formal Purchases are those transactions greater than $25,000 and must be processed through the Purchasing Department. C. Purchase Order: A Purchase Order is a document issued by the Department of Purchasing to a supplier that specifies the goods or services to be purchased. An official Purchase Order includes the signature of the Director of General Services. The Controller can sign Purchase Orders during the absence of the Director of General Services. D. Requisition: A Requisition is a request to the Purchasing Department to purchase specified goods or services. Requisitions ensure that the purchase is appropriately approved, budgeted, and that the County is receiving a competitive price. Requisitions should include: 1. Organization making request. 2. Name of originator. 3. Specifications of product/service. An accurate description and specification for every item listed, including catalog/part/model numbers, size, color, etc., but not so restrictive as to unduly limit competitive bidding. 4. Estimated cost for each item. If pricing was obtained, the quotation(s) should be noted on the requisition. Copies of all quotes and other relevant information should be submitted with the requisition or referenced on electronic requisitions, scanned and emailed, or sent via County mail. 5. Quantity needed. 6. Account to be charged. 7. Department Head (elected official) or designee approval. 8. Recommended supplier(s), if known. 9. Delivery. Delivery instructions, stating specifically delivery date and location. 10. Other pertinent information. Sec. 5-4-50. General information. A. A smooth flow of requisitions, purchase orders, and invoices must be accomplished. Departments can assist by giving the Department of Purchasing as much time as possible to fill an order. The Department of Purchasing shall 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 Department of Purchasing, the Director of General Services should be notified. B. The purchasing agent shall purchase only those supplies, materials, and equipment requested 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. C. The Board of County Commissioners may. by motion or resolution, purchase an item of used equipment which, by its very nature is not biddable as a practical matter. D. All provisions of the Home Rule Charter prohibiting employees and elected officials of the County from doing business with the County shall be strictly adhered to in connection with the purchase of all supplies, services, materials, and equipment by the Department of Purchasing and department heads. E. Departments are encouraged to seek the assistance of the purchasing staff as early in the acquisition process as possible and as necessary. It is at the beginning of the process that using departments can realize the major benefits provided by the Department of Purchasing staff, who will suggest products or services to meet the using department's 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 the using department as soon as it decides to solve a supply problem. Departments should contact the Department of Purchasing prior to budgeting and/or submitting a requisition. F. Special circumstances for negotiated purchases without bid. Purchase Orders and contracts may be awarded by the Board of County Commissioners without the requirement stated in this Section in any of the following cases: 1. 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. 2. Service on existing equipment if it is to the County's advantage to obtain parts, repair or service on existing equipment, its supplies or software from a factory-authorized dealer or manufacturer. Sec. 5-4-60. Purchasing Limits and Procedures These procedures are adopted pursuant to Section 14-9 of the Home Rule Charter. As discussed in Section 14-9, all purchases shall assure open and competitive bidding. All bid specifications shall be prepared in such a manner as to invite and encourage bidding from all suppliers. No specifications shall be submitted to bidders so restrictive in detail as to eliminate any line of competitive equipment. In all cases, the County shall reserve the right to reject any and all bids and/or select the bid which is in the best interest of the County. A. Small Purchases. Purchasing authority has been delegated to the Department head of each Department for those transactions under $5,000 and within their budget. Small purchases do not require quotes or a purchase order; however, Departments are expected to make purchases in the best interest of the County. Acquisitions of products and services under $5,000 may be handled three ways: 1. Submission of a formal requisition request to Purchasing, 2. Use of a procurement card (subject to the limitations of Section 5-4-200), or 3. Invoice generated by vendor for a direct pay. B. Informal Purchases. Purchasing authority has been delegated to the Department head of each Department for those transactions between $5,000 and $25,000 and within their budget. Departments may request, via a requisition, the Purchasing Department to request quotes and conduct the transaction. Quotes should be sought to foster fair and open competition and to achieve maximum economy for the County. The amount of money being spent for the goods or services should cover a 12-month period. Quotes should not be awarded, within a 12-month period, to the same or similar vendors to avoid doing a Formal Bid. 1. The informal bid process consists of: a. Submission of a formal requisition request to Purchasing or a direct department solicitation to qualified vendors. b. Either method should consist of a minimum of three (3) bids (whenever possible) with results sent to Purchasing to be maintained as a public record. The quotations may be in writing, e-mail, via telephone, or via facsimile. If by telephone, a complete record of the transaction must be maintained, to include, as a minimum, the following for each supplier contacted, including suppliers from whom quotes were solicited, but did not bid or respond: supplier name, quoted by (name), date of quotation, and quoted price. 2. Payment for acquisitions of product and services can be secured through: a. Purchase order initiated by Purchasing, b. Use of a procurement card (subject to the limits of Section 5-4-180), or c. Invoice generated by vendor for a direct pay. 3. If the low bid is found unacceptable because of some factual circumstance, the Department should write a clear, concise, and factual justification for not accepting the lowest bid. 4. 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. 5. In the event items do not meet specifications, the Department of Purchasing or individual 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 Department of Purchasing or individual Department may accept an alternative bid. C. Formal Purchases. All vehicle purchases and purchases over $25,000 must go through the formal bid process. The formal bid procedures may be used for purchases under the amount established by the annual purchasing ordinance (twenty-five thousand dollars [$25,000]) when the best interest of the County so dictates. 1. All bidding shall be in accordance with, and pursuant to, Section 14-9(1)-(5) of the Home Rule Charter. 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 (twenty-five thousand [$25,000]) 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. Prior to advertising for such bids, the purchasing agent shall verify that the purchase is authorized in the current budget. 2. 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 or media, such as an online bid advertisement service. Such advertisement shall include, but not be limited to, the following: a. General description of the required commodity or service. b. The location to obtain required bid documents. c. Cost of bid documents (if applicable). d. Amount of bid bond (when applicable). e. Time and place of bid opening. f. Reservation of the right to: (1) Waive informalities, (2) Reject all bids, or(3) Accept the proposal deemed most advantageous to the best interest of the County. 3. Invitations to bid shall be sent to all appropriate vendors on the County's vendor list and/or through the appropriate online bid advertisement service categories. The County may send invitations to other qualified vendors and/or by advertising on the internet or through direct solicitation. 4. 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. 5. All formal bids 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 email or facsimile, 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. 6. The Department of Purchasing may introduce "other source" bids that serve the best interest of the County. "Other source" bids are quotes for products and/or services which are obtained from entities such as on-line sources, direct-buy from manufacturers or wholesalers, published catalogues, or other sources which may increase competition and reduce cost. 7. Formal bid review and award. When evaluating bids, consideration may be given, but not necessarily limited to some or all of the following: price, bidder's previous record of performance and service (internal/external), ability of bidder to render satisfactory service in this instance (i.e., training, maintenance and repairs), availability of bidder's representative to call upon and consult with the end users, quality and conformance to specifications, delivery schedule, life cycle costs, warranty. a. The department head and the purchasing agent will make a recommendation to the Board of County Commissioners. The final award of the bid will be approved by the Board of County Commissioners. If the low bid is found unacceptable because of some factual circumstance, the Department should write a clear, concise, and factual justification for selecting other than the low bid. b. Per Section 14-9(3) of the Weld County Home Rule Charter, the County Commissioners shall give preference to resident Weld County bidders in all cases where the bids are competitive in price and quality. c. Per Section 14-9(4) of the Weld County Home Rule Charter, 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. d. Exceptions to this section include sole source purchases and professional services approved by the Board of County Commissioners. Sec. 5-4-70. Questioned purchase requisitions and purchase order changes. A. The Director of General Services has the right and duty to question any item on a requisition that may be unnecessary and/or unreasonable. B. The Director of General Services has a duty to question increases to purchase orders to ensure the appropriate change order was obtained. C. The Director of General Services does not, however, assume the authority to refuse to authorize the purchase of the item requisitioned or the increase in the purchase order, which is authorized through the Accounting Department. D. In the event of a questioned requisition or purchase order change, the matter will be brought to the attention of the Board of County Commissioners which, in its capacity, will make the final administrative determination concerning the purchase. Sec. 5-4-80. Expenditures not requiring requisitions. A. 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. The following is a list of the expenses which will be processed for payment in the Department of Accounting without a requisition and purchase order: 1. Notices. Notices placed in newspapers or other publications for any County business. 2. Allocations to outside agencies. Payments made to agencies outside County government for which an amount was determined at budget hearings. (Nonprofit agencies, libraries, cities, etc.) 3. Auto mileage and personal reimbursements. Reimbursements to County employees or individuals for expenses paid out-of-pocket. Mileage shall be reimbursed at the current rate per mile for authorized travel on County business. 4. Fees paid for autopsy services. 5. Dues, meetings and travel expenses. Dues to organizations, registration fees for seminars and conventions, and 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 Department of Human Services clients). 7. Expert witnesses. Expert witnesses called by the District Attorney, County Attorney or Sheriff to testify in the County's behalf. 8. Postage. Stamps, postage-paid envelopes or postcards. 9. Rent payments. Monthly rental payments for office equipment, buildings, vehicles, etc. 10. Telephone. Regular telephone bills or telephone answering service. 11. Transcripts. Transcripts for the District Attorney, County Attorney or other County offices. 12. Utility bills. Monthly charges for electrical, water and 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, subscriptions, and publications. Publications, books, magazines, or published materials. 15. Vehicle fuel. Gas, diesel, and propane. 16. Computer support. Computer hardware, software, maintenance, and supplies when determined by the Director of Information Technology not to be competitive resources compatible to the County's computer environment. 17. Repair and maintenance agreements for office equipment such as copiers and furniture, etc. (Exception: when the vendor requires a Purchase Order prior to working on equipment.) 18. Repair, maintenance and service agreements required by the Director of Buildings and Grounds to maintain County facilities. (Exception: when the vendor requires a Purchase Order prior to working on equipment.) 19. Towing. Vehicles towed by the Sheriff or emergency towing of County vehicles. 20. Medical and fringe benefit claims. Payment made for insurance claims or flexible benefit accounts. 21. Photo reproduction. 22. Petty cash. Reimbursements to petty cash funds. 23. Waived items. The Director of General Services may waive the requirement for Requisition and Purchase Order when warranted by circumstances. 24. Equipment rental. The Director of General Services may approve rentals of short-term duration not to exceed thirty (30) days or twenty five thousand dollars ($25,000). The Director of Public Works and the Director of Buildings and Grounds may approve rentals of short-term duration not to exceed thirty (30) days or twenty-five thousand dollars ($25,000) for their respective departments. Rental of equipment is subject to the requirements of Section 5-4-60.B. of this Article. Only the Board of County Commissioners may approve rentals that exceed thirty (30) days or twenty-five thousand dollars ($25,000). 25. Medicine and supplies. The purchase of medicines and supplies by the Director of the Department of Public Health and Environment in cases where criteria other than price are considered paramount; i.e. safety and quality. 26. Items purchased from current state, federal, GSA or other cooperative contracts. 27. Emergency purchases when: a. Human life, safety, health, or County property is in jeopardy. b. Repairs of equipment involving hidden dangers. c. Repairs are immediately needed for equipment where delay would lead to higher expense. 28. Items which are proprietary (software, etc.). 29. OEM (Original Equipment Manufacturer) requirements for equipment under lease, rental, warranty or maintenance. 30. Design limitations and compatibility with existing equipment. 31. Professional services that do not lend themselves to competitive bidding. Professional Service Agreements are contracts with persons or entities which due to their experience, education, and expertise, provide technical or specialized services. With approval of the Board of County Commissioners, Professional Services may be obtained without following the requirements of this Chapter. Sec. 5-4-90. Sole Source Purchases Purchases may be exempt from the quote and bid process if there is only one appropriate vendor. Some equipment designation effectively eliminates competition, so support documentation will be required on the requisition to explain why only a particular brand or service is acceptable. A sole source situation could arise because of compatibility with existing equipment due to the fact that the product or service is patented or copyrighted. Such purchases, when identified and justified by the requesting department and upon concurrence of the Purchasing Director, shall be exempt from the quote and bid process. The Purchasing Department will maintain records of all sole source justifications. Any sole source purchase over $25,000 will require approval from the Board of County Commissioners. Sec. 5-4-100. Cooperative purchasing. A. The purchasing agent may participate in joint bidding with other public agencies if it is deemed in the best interests of the County. B. The Board of County Commissioners can accept any of the state bids without rebidding the same goods/services at the discretion of the Board of County Commissioners or the Department of Purchasing. C. When determined to be in the best interest of the County, the Board of County Commissioners may select vendors or screen qualifications from other government procurement processes when those processes meet or exceed those described in this Code. Sec. 5-4-110. Emergency purchases. A. Only the Department of Public Works, Office of Emergency Management, Department of Public Safety Communications, and Department of Buildings and Grounds 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 Department of Purchasing. Purchases not truly an emergency or abuse of emergency purchases by the above departments will be considered unauthorized purchases as specified in Paragraph 5-4-10.H.5 of this Article. B. As described in Sections 2-15-60 and 2-16-60 of this Code, in the event of activation of the Continuity of Government (COG) Plan or Emergency Operations Center, all purchasing rules set forth in this Chapter shall be suspended, subject to Board of County Commissioners review. In the event the Continuity of Government Plan is activated, the COG TEAM LEADER designated by the Board of County Commissioners and/or the Weld County Director of Finance and Administration shall have the authority, subject to Board review, to approve any purchases that are necessary in order to continue the County government. In the event the Emergency Operations Center is activated, the Director of the Weld County Office of Emergency Management, the Weld County Director of Finance and Administration and the Weld County Director of General Services shall have the authority, subject to Board review, to approve any purchases that are necessary in order to ensure the continuation of vital services and to continue the Emergency Operations Center and incident command operations. C. Informal purchase. In the event of a County-declared emergency disaster or other warranted conditions, the Board of County Commissioners may set an alternative amount (found in Appendix 5-L) for informal purchases in order to expedite the procurement process to speed response and recovery. D. Ten-day waiting period. Per Section 14-9 of the Weld County Home Rule Charter, the ten-day waiting period for sealed bids and bids over the amount set annually by ordinance (found in Appendix 5-L) by the Board of County Commissioners may be waived by resolution of the Board for emergency purchases. Sec. 5-4-120. Procurement by the Department of Information Technology. The Weld County Department of Information Technology shall purchase all information technology resources, including, but not limited to, electronic hardware, software, and services for all County Departments, with exception to the Department of Public Safety Communications as described in Section 5-4-125. All purchases shall be conducted in accordance with the policy and procedures set forth in this Chapter and in the Information Technology Procurement Policy of Chapter 9, Article IX of this Code. All non-IT resource purchases, such as furniture, office supplies, etc., shall be purchased by the Department of Purchasing. Sec. 5-4-125. Procurement by the Department of Public Safety Communications. The Weld County Department of Public Safety Communications shall purchase all information technology resources, including, but not limited to, electronic hardware, software, and services of the Department. All purchases shall be conducted in accordance with the policy and procedures set forth in this Chapter. All non-IT resource purchases, such as furniture, office supplies, etc. shall be purchased by the Department of Purchasing. Sec. 5-4-130. Procurement by the Department of Human Services The Department of Human Services shall procure all needed professional services required by the Department and as approved by the Board of County Commissioners. Procurement shall be conducted in accordance with the policy and procedures set forth in this chapter and/or the requirements of any grant, contract, or other funding requirements. All non-professional services, such as furniture, office supplies, etc., shall be purchased by the Department of Purchasing. Sec. 5-4-140. Contracts for professional services or independent contractors. Individuals or companies hired to perform services, independent contract work, or provide goods or materials, awarded through the formal bid process (>$25,000), shall enter into a contract approved by the County Attorney. The Director of General Services may waive the requirement for a contract on a case-by-case basis. Contracts may be required by the Director of General Services for informal purchases (<$25,000) on a case-by-case basis. A. Selection process: 1. The selection of individuals or companies to perform professional services work shall be conducted in accordance with purchasing procedures described in this chapter. Selection criteria may vary with each specific service. 2. If the needed service or materials can be provided by other than a sole source, a request for proposal or request for quote will be made by the Department of Purchasing with assistance from the requesting department. In the case of a sole source, the Department of Purchasing will make the determination that no other qualified vendor is available or practical for use by the County. In cases of a sole source, the reason or reasons for specifying the sole source must be stated in the signed contract for the record. B. Contract Establishment 1. Department employees with designated contract management authority for goods and services shall follow the procurement procedures. In addition, the designated department contract manager or representative shall enter the contract into the contract management system for review and appropriate signatures. The following are generally required: a. Review and coordination with the County Attorney to develop the contract which ensures proper liability indemnification and insurance statements are incorporated. b. Obtain contractor's legal representative signature on contract. c. Review and approval by Department Head. d. Review and approval by the Director of General Services. e. Review and approval by Director of Finance and Administration, or designee. f. Coordination with the Clerk to the Board so contract can be presented to the Board for final approval. 2. Department employees with contract management authority shall ensure the appropriate certificate of insurance and bonding documentation is secured prior to permitting work to be performed. If possible, this documentation shall accompany the contract presented for Board approval. If not possible to accompany contract, the documents shall be provided to the purchasing agents for inclusion into record keeping. C. Approval Process: 1. State statutes and Section 3-8(4)(m) of the Weld County Home Rule Charter requires that all contracts must be approved by the Board of County Commissioners and signed by the Chair of the Board in order to be valid. Unless otherwise authorized, prior to consideration for approval by the Board of County Commissioners, the contract shall be approved by the County Attorney, the Department Head originating the contract, the Director of General Services and the Director of Finance and Administration, or designee. 2. Approval by the Board of County Commissioners shall follow the procedures described in Section 2-1-40 of this Code. D. Modifications to contracts. Every contract change order, renewal, term modification, or price adjustment (in excess of the original contract amount) must be approved. 1. Modifications under twenty-five thousand dollars ($25,000) (cumulative) to service contracts can be approved by the department head or designee, or elected official. Modifications over twenty-five thousand dollars ($25,000) (cumulative) to service contracts must be approved by the Board of County Commissioners. 2. Modifications including, but not limited to, change orders, term modifications or price adjustments (in excess of the original contract amount) to capital improvement construction contracts, must be approved by the Board of County Commissioners. a. The Chair of the Board is authorized to enter into and sign contracts and agreements for all change orders to contracts for construction projects of up to five percent (5%) of the original contract amount, not to exceed twenty five thousand dollars ($25,000) (cumulative). E. Term of Contract. When it is in the best interest of the County, contracts can be on a multiple-year basis with renewals at the option of the County and approval by the Board of County Commissioners. F. Contract Implementation. Department Heads (and elected officials) are responsible for implementation of the requirements and specifications of all contracts with their Department. Sec. 5-4-150. Qualification-based selection process for professional services. A. Applicability. This qualification-based selection (QBS) process must be used whenever required by state or federal law. Appendix 5-P provides additional guidance. B. QBS procedure. 1. Step 1: RFQ. A Request for Qualifications ("RFQ") shall be advertised by the Department of Purchasing, outlining general project requirements and proposal guidelines. a. The RFQ may be advertised at the time that a project need arises or prior to any project need arising. If the RFQ is not project-specific, the RFQ shall be advertised annually, in order to create a short list of qualified individuals or firms that are able to provide professional service. Nothing in this Section precludes the County from accepting qualifications and/or vendors as allowed in Section 5-4-60 of this Article. b. Individuals or firms responding to the RFQ shall submit a statement of interest to the Department of Purchasing by a designated date. Such statements shall address the categories provided in Appendix 5-Q. c. The department head or elected official shall designate a review team which shall review the individuals/firms based upon their statements of interest according to the criteria provided in Appendix 5-Q. The Director of General Services, or his or her designee, shall participate on every review team. The review team shall create a short list of three (3) to five (5) individuals/firms. 2. Step 2: RFP/Interviews. The department head or elected official shall provide a Request for Proposal (RFP) to each of the individuals/firms on the short list, who shall be required to attend a mandatory pre-proposal meeting. The review team shall interview all individuals/firms responding to the RFP and shall rank each proposal according to the criteria provided in Appendix 5-S. 3. Step 3: Negotiation. a. The department head or elected official, or his or her designee, shall negotiate in good faith with the highest ranked firm or company in order to come to agreement on all aspects of the contract, including total contract price. b. If no agreement can be made with the highest ranked company or firm, the department head or elected official, or his or her designee, may stop negotiations and begin negotiations with the next highest ranked firm or company. This process may be repeated as may be necessary. If negotiation is not successful with any of the ranked companies or firms, the department head or elected official may begin the QBS process over or may begin the negotiation process over. C. Best Value QBS procedure. 1. Step 1: RFQ. Whenever the project is not required by state or federal law to be procured through the QBS Procedure outlined above, the following Best Value QBS process may be used at the discretion of the Board of County Commissioners. Step 1 of the process is identical to Step 1 under Subsection B. above. 2. Step 2: RFP. The department head or elected official shall provide a RFP to each of the individuals/firms on the short list, who shall be required to attend a mandatory pre-proposal meeting. The review team shall review all proposals according to the criteria provided in Appendix 5-R and shall interview the lowest bidder. 3. Step 3: Interview/Award. If the low bidder's proposal meets the specifications provided in the RFP, the department head or elected official shall recommend that the Board of County Commissioners award the contract to the low bidder. If the low bidder's proposal does not meet the specifications of the RFP, the department head or elected official shall interview the next lowest bidder until the lowest bid that meets specifications is identified. D. Approval of contract. The results of the selection process, including the name and address of the recommended firm or company, and a Professional Services Agreement, shall be presented to the Board of County Commissioners for approval and specific Board action. No QBS-negotiated contract shall be approved except through this process. Sec. 5-4-160. Product standardization. All materials, supplies and equipment purchased by the County will be standardized whenever in the best interest of the County. A. On an as-needed basis, a County standards committee will be established by directive of the Board of County Commissioners. The purpose of the committee 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. Sec. 5-4-170. Disposal of surplus property. A. This procedure shall be used for disposing of all County-owned material, equipment and supplies except for property seized by the Sheriffs Office. B. All departments shall submit to the Department of Accounting, 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 Department of Accounting, 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. C. Estimated sales in amounts or estimated amounts of twenty-five thousand dollars ($25,000) 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 Controller 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 twenty-five thousand dollars ($25,000) shall be made by informal procedures calculated to achieve maximum benefit to the County. Revenue received from said sales shall revert to the appropriate fund. D. Transfer of supplies, materials and equipment between departments shall result in a debit and credit to the accounts of the departments involved, provided that the departments are within the same fund. The value of the items transferred shall be established by the Controller 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 Department of Accounting. E. Transfer of supplies, materials and equipment between departments in different funds shall result in a journal entry being written from one (1)fund for deposit in the other fund by the Department of Accounting. F. No supplies, materials, or equipment shall be sold or otherwise disposed of without prior approval of the Board of County Commissioners and/or the Controller. G. Nothing contained herein shall be construed to prohibit the return of unused materials, supplies or equipment which are surplus to the requirements of the 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 the County. All materials, supplies, or equipment returned shall be reported to the purchasing agent. H. 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 of County Commissioners. Sec. 5-4-180. Payments. A. All bills paid by the County are paid through the Accounting System and fall into one (1) of the following categories: 1. Direct pay is a payment generated without system-generated purchase order. Expenditures in this category do not have a requisition due to departmental spending limits and procedures identified in Section 5-4-60. A list of other expenditures for which Direct Pay can be used listed in Section 5-4-80. 2. Regular pay — payment with system-generated purchase order. Expenditures in this category require a purchase order. 3. Procurement Card (P-Card) purchases using issued credit card with settlement at end of each month. B. Upon approval of the Controller, Director of Finance and Administration or the Director of General Services, an expenditure without a requisition and purchase order may be paid if, in his or her opinion, circumstances warrant payment. C. 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. D. The original copy of the invoice shall be scanned and saved by the Department of Accounting. Once the invoice is scanned, the originating department will process the payment. E. Appropriate on-line approvals for the Accounting System must be completed, with the Department of Accounting having final approval on all payments. After approvals are complete, the warrant will be printed and mailed out with appropriate remittance documents. Sec. 5-4-190. Purchasing Card (P-Card) Program. By Resolution #2005-1610 of the Board of County Commissioners, approved and effective June 1, 2005, the following policy and procedures were adopted for the Purchasing Card (P-Card) Program: A. Purpose. The purpose of the P-Card Program is to streamline and simplify the purchasing and payment process for County transactions. The goal of the program is as follows: 1. To simplify the reimbursement process. 2. To eliminate the time-consuming bank record process. 3. To reduce or eliminate out-of-pocket expenses. 4. To provide P-Card holders with empowerment to choose. B. General guidelines. 1. P-Card users must comply with all other applicable sections of this Purchasing Policy, including, but not limited to, Section 5-4-60 of this Article, regarding the need to obtain bids. 2. Card issuance. Each P-Card holder will be required to complete a P-Card holder agreement. By signing the agreement, the P-Card holder has agreed to adhere to the guidelines established in this Section. A sample of the cardholder agreement is available in the Accounting Department. a. Each P-Card holder is the only person entitled to use a card. The card is not to be used for personal use. b. Since each P-Card is linked to a specific area number and individual cardholder, the card cannot be transferred from one P-Card holder to another. c. Upon receipt of the P-Card, the P-Card holder must activate the account by calling the toll-free number printed on the card. For verification purposes, the P-Card holder will be asked to provide his or her unique identification number. 1) Although the card is issued in the P-Card holder's name, his or her personal credit history will not affect the ability to obtain a card. d. The County is responsible for payment of all purchases. 3. Account maintenance. To change any information regarding an account, such as e-mail address or expense accounting code, a P-Card holder must contact the P-Card Administrator and complete appropriate documentation. 4. Card usage. The P-Card can be used at any merchant that accepts Visa, except as the County otherwise directs. It may be used for in-store purchases, as well as phone, fax or mail orders. There is no special terminal or equipment needed by the merchant to process a P-Card transaction. a. When using the P-Card, inform the merchant not to send an invoice to Accounts Payable, since this may result in a duplicate payment. b. For phone, fax and mail orders, the merchant should send a receipt/packing list only. The receipt/packing list should indicate "paid by credit card,"with the P-Card holder's name listed in the "ship to"field. The receipt/packing list needs to be turned in with all other receipts for the month to the approver. 5. Limitations and restrictions. Each P-Card has restrictions and limitations that are in line with established purchasing policy. Modifications to any limitation or restriction can only be made by the P-Card Administrator. a. Single-transaction and monthly dollar limits are placed on each P-Card. Purchases should not be split to avoid the single transaction limit. b. The P-Card Program also allows for merchant category blocking. If a particular merchant category is blocked (e.g., jewelry stores) and an attempt is made to use a P-Card at said merchant, the purchase will be declined. The County has made an effort to ensure that the vendors and suppliers used during the normal course of business are not restricted. If a P-Card is refused at a merchant, which is believed to be appropriate, contact the P-Card Administrator in the Accounting Department. c. Automated customer service assistance is available twenty-four(24) hours per day, seven (7) days a week. The menu prompts with options that will provide the following information: 1) Current balance. 2) Report lost or stolen P-Card. 3) Speak with a customer service representative. d. Depending on the result of each inquiry, a P-Card holder may want to discuss the issue further with the supervisor, who is empowered to advise the P-Card Administrator to modify the restrictions on an employee's use of the P-Card. NOTE: All requests for changes in limitations and restrictions must be made through the P-Card Administrator. 6. Lost or stolen cards. Each P-Card holder is responsible for the security of his or her P-Card and any purchases made on the account. Any lost or stolen P-Card must be reported immediately to the issuing bank and the P-Card Administrator. a. Immediately after reporting to customer service at the issuing bank, a P-Card holder must inform the P-Card Administrator. It is extremely important to act promptly in the event of a lost or stolen P-Card to avoid company liability for fraudulent transactions. b. As with a personal charge card, the P-Card holder will no longer be able to use the account number after notifying the bank of a lost or stolen card. A new card will be issued once the P-Card administrator is notified, with delivery within ten (10) days. C. Authorized purchases. The P-Card Program is intended for maintenance, repair, operation and other low-value purchases needed during the course of business. These purchases may include, but are not limited to, the following: 1. Office supplies and forms. 2. Books and subscriptions. 3. Computer supplies, e.g., diskettes. 4. Travel-related expenses. 5. Miscellaneous items. 6. Training registrations. D. Unauthorized purchases and vendors. The P-Card should not be used for the following items: 1. Items for personal use. 2. Cash withdrawals. 3. Direct marketing. 4. As with any County purchase, the P-Card is not to be used for any product, service or merchant considered being inappropriate for County funds. Failure to comply with the above guidelines for authorized purchases under the P-Card Program may result in disciplinary action, cancellation of card privileges and possible termination of employment. E. Reconcilement and payment. Unlike personal credit cards, the P-Card Program is handled as a County liability. The P-Card holder's personal credit history has not been taken into account when a P-card has been issued. 1. The Accounting Department is responsible for paying the invoice each month, and the P-Card holder is not responsible for direct payment under his or her account. 2. It is the responsibility of the P-Card holder, immediately upon receipt of an e-mail from the P-Card Expense Reporting system, to sign on and reconcile the statement on-line. a. Present all receipts in the receipts envelope to the individual responsible for approval, who will electronically review the statement, review receipts and forward to the Accounting Department for final review, interface into the finance system and filing. NOTE: Use one (1) receipt envelope per P-Card holder. Please do not mix P-Card holder receipts. 3. The individual responsible for approval of the statement shall review and approve all documents in the P-Card Expense Reporting system. 4. The P-Card balance is replenished once per month. F. Receipt retention. All receipts for goods and services purchased must be kept. For orders placed via phone, fax or mail, a receipt must be requested detailing merchandise price, freight, etc., and be included with the goods mailed or shipped. A P-Card holder should request a fax of the receipt prior to the goods being shipped, to ensure that a receipt is available for statement reconciliation. NOTE: A merchant should not reject this request since it is a Visa policy. G. Disputed or fraudulent charges. If there is a discrepancy on the statement, it is imperative that the issue is addressed immediately. Depending on the type of discrepancy, the P-Card holder must contact either the merchant or the bank to resolve the disputed transaction. 1. If the merchant has charged incorrectly, or there is an outstanding quality or service issue, the P-Card holder must first contact the merchant and try to resolve the error or problem. If able to do so and the error resulted in an overcharge, a credit adjustment from the merchant should be requested and will appear on the next statement. 2. If the merchant disagrees that an adjustment is necessary, immediately contact the bank. The bank will request complete details of the dispute in writing in order to research the item in question. The details of the disputed transaction should be reported on Weld County letterhead, on the Bank Dispute Form available in the Accounting Department or in the dispute screen available on-line. 3. The bank must receive any charge dispute within sixty (60) days of the transaction date. While resolution is pending, the bank will credit the County's account for the amount of the disputed transaction. a. Although the bank acts as the arbitrator in any dispute, a P-Card holder should never assume that a dispute will be resolved in his or her favor. 4. If the dispute is not resolved satisfactorily and a P-Card holder believes the merchant has unfairly treated him or her, the P-Card Administrator should be notified with the relevant details. Further action may be taken as deemed appropriate. 5. Any fraudulent charge, i.e., a charge appearing which was not authorized by the card holder, must be reported immediately to the bank. Prompt reporting of any such charge will help to protect the County from liability. A Declaration of Forgery or Unauthorized Use Form is available in the Accounting Department to facilitate notification of any such transactions. H. Sales and use tax. Merchants are required by tax authorities to include the applicable sales or use tax at the time of purchase unless the entity, such as the County, is exempt. All purchases for the County are tax exempt and SALES TAX SHOULD NOT BE PAID. A card with the County's tax exempt ID number will be given to each P-Card holder. If a Weld County P-Card is used and the tax exempt ID number is provided, the merchant should not charge sales tax. Note: This is an exemption from Colorado sales tax. Online or out-of-state vendors may not honor this exemption. 1. If the P-Card holder makes a purchase and sales tax is charged (except on meals), the P-Card holder will be responsible for payment of the sales tax or getting a refund from the merchant. The County will NOT pay any sales tax. 2. Questions regarding this policy and any other questions concerning tax issues should be addressed to the P-Card Administrator. Sec. 5-4-200. Audit and Enforcement responsibilities. A. The responsibility for purchasing policy resides with the following: 1. Department Heads will: a. Review and initiate Requisition requests. b. Ensure funding is available in budget prior to initiating Requisition requests. c. Ensure the rules of the procurement process are being followed by staff. d. Make purchases in the best interest of the County. 2. Director of General Services will: a. Ensure rules of the procurement process reflect current practices and are being followed by staff. b. Ensure quotes are recorded/retained for review. c. Review purchase orders. d. Review any increases to purchase orders to ensure any change orders follow the procurement process. 3. Controller will: a. Review Purchasing Card transactions to verify that policy is being followed. b. Verify funding is present in budget during requisition process. c. Verify funding is present in budget for purchase order increases. 4. Director of Finance and Administration will review expenditures in relation to budgeted amount. B. County employees at all levels are responsible for adherence to all sections of the procurement policy. Examples of improper use of purchasing authority include: 1. Stringing or splitting a large purchase into two or more smaller orders in order to avoid bid requirements. 2. Conflict of interest and/or poor ethical conduct. 3. Not processing a purchase utilizing the Requisition to Purchase Order process. 4. Improper, misleading, or deceptive use of the Sole Source Justification or Bid Documentation. a. Individuals will be subject to disciplinary action for failing to handle purchases according to policy and elimination of delegated purchasing authority for the individual or department. b. Employee may be recommended for discipline through the Department of Human Resources. Amend APPENDIX 5-L, Required Bid Amount - ATTACHED BE IT FURTHER ORDAINED by the Board that the Clerk to the Board be, and hereby is, directed to arrange for Colorado Code Publishing to supplement the Weld County Code with the amendments contained herein, to coincide with chapters, articles, divisions, sections, and subsections as they currently exist within said Code; and to resolve any inconsistencies regarding capitalization, grammar, and numbering or placement of chapters, articles, divisions, sections, and subsections in said Code. BE IT FURTHER ORDAINED by the Board if any section, subsection. paragraph, sentence, clause, or phrase of this Ordinance is for any reason held or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions hereof. The Board of County Commissioners hereby declares that it would have enacted this Ordinance in each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective of the fact that any one or more sections, subsections, paragraphs, sentences, clauses, or phrases might be declared to be unconstitutional or invalid. APPENDIX 5-L REQUIRED BID AMOUNT Pursuant to Article XIV, Section 14-9, Section 5 of the Weld County Home Rule Charter, written, sealed bids and a ten-day period for consideration and investigation of the bids are required for purchases in excess of an amount set annually by the Board of County Commissioners by ordinance. Through repeal and reenactment of this Appendix, the amount set for the year 2015 is $25,000; however, the amount is $150,000.00 for all contracts for a disaster emergency event in the case where a declaration of disaster is made by the Board of County Commissioners. tom, • A ft idavit of Publication STATE OF COLORADO ss. County of Weld. ( Desirea I arson of said County of weld, being duly sworn. say that I am an adN cuisine clerk of THE GREELEY TRIBUNE, that the same is a daily newspaper of general circulation and printed and published in the City of Greeley, in said county and state; that the notice or advertisement, of which the annexed is a true copy, has been published in said daily newspaper for consecutive(days): that the notice ,vas published in the regular and entire issue of every number of said newspaper during the period and time of publication of said notice, and in the newspaper proper and not in a supplement thereof: that the first publication of said notice was contained in the Eighteenth day of February A.D. 2015 and the last publication thereof: in the issue of said newspaper bearing the date of the Eighteenth day of February A.D. 2015 that said 'The Greeley Tribune has been published continuously and uninterruptedly during the period of at least six months next prior to the first issue thereof contained said notice or advertisement above referred to; that said newspaper has been admitted to the United States mails as second-class matter under the provisions of the Act of March 3,1879, or any amendments thereof; and that said newspaper is a daily newspaper duly qualified for publishing legal notices and advertisements within the meaning of the laws of the State of Colorado. February 18,2015 Total Charges: $383.40 catO f!i ti�l I/ aM)1/1 18th day of Februa 201 My Commission Expires 2/14/2019 C Notary Public ,taw JERILyN L. MAUBLICRTINEZ NOT STATE OF COLORADO YR F BRR MY COMMISSION EXPIESEE UUARY S� 14.2019 NOTICE OF cam4law.L 0,0500..•ndnn.5-a boa II any two of co„„y ma. WO I..d Ma calm. , bm am 49044 a padre•"d.ea.. FIRST READING OF ORDINANCE ° watt On .�.." high.''* comm.ii may rod Cad as on'I'"'n,o'0.1-buy man,. _ ad..m•.1nmle °r nwoala 'hew .1 coonn411 045.40 or''wn ,40 ma ca...or a"r . may...• ow Wed Coum4 •..C..a.,ddnm Rumba20162Wtr loraprletl ".0cm.,4* wank b.raw�s•omen1In mar.. 00.0 ...............,Jr... 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County Cale.I.Don.Ir.sh Ina Mr 60u buntl 5-r,own• t. ay ..... 200 ......load.. 0.Th•pemar..a FaO.�gvas seconaryy casein marred...Lon ahem ma..abawdee ..mar man can lone baa..d air•.lav,.ercw,•ri01bN ar.n aB.ao•.m.rrtl500 ,....I^.Ran or mq be - wags lop.N.,shall be oom am....fol.,aced., sminwow.. .acarywagaalw.....•d.m...)E...a. Cm.yw.ndaiarr.to some.hat eeay MPOwir la Me.Wawa.. P.8,.......13l..e W.2,0....'a...Rule Ow.r,..Cmdy . s...b•noollMIyYvaaaa00 C.........................n1pOre.W.T° .*.o,4.ellrib.raniw w»d w NaaIN.a s..a.sm.... *..0 O and2g+wear«ce02 m?. Gamy..nn.area run. m`espmm`wr t..pa•ai Nd•copy .0«+5-440224 5-v 5-e 5-.n P..P 0810. ORDINANCE N0.4015.2 S«5..0 ptomain a T 0* 9•.00 12-01!1 a I* W!.C°11*4 00 m.R9le Cb•4r 00.Cwdy la tle,a 4•mas I•RRr YW a uwtl 4404 M•pew 002000..4 amp. Con........ ...n e..0208 n 1.,nowt Pa7pp P°m,•av ENTIRETY. TITLE:IN THEMATTEROFINANCE•I6 MO iEERAC,oao MITS rI n• wbel 11.Gunnr5-w»wpp M.bowh0. PNTRErv,THE ELD COUNT.C ANO ODEFly1e31LE.ARTICLEWPyRCHASING .0.84.«,1:Tr rnli aD.aiwn.r..rAae.•p aam9*wWWOCwmy aEandbneb Mneadmn.d.eoleaem p.auwewpd»bn4 aanbr POLICY.Cf THE WELD euraryY CODE ea.amne"A .p0lowd ey r5-..0020 d County rAnea..on.n. DATE OF NEXT READING:Marc.2,251.dam.m. B.wen....Tel bee TwM0.w•4 dermal 4. l•wna.eradore: k s.10oe.honeew.wronsmeon•0000,197,order am. BOARD OF COMM COMMISSIONERS TM Donor d Genera Sendai.e w rt.atl coy to wean MY...en. W8DCOUNTY,GOLORACO COMMI 1.SW!Pwcro4a re goods Rd erMow a s.lean 55.000. IMP.On Mr may.ww.anry•Ma wreuov . 2.00000 MM..an tm»5-8«200,or 54000.M u01.425.0041. B TO.Dewar d Godard Savbaa b•5-•s.1.b 0«.m ma b F.M. DATED F 2016 ....PM...appropwa danq oda.*oola—. PUBLI&IED:h l2. 15.4016.4 M•Gna.aY im9. 3 Form.Po...ens ax.aen.aoen.p»l.Mw125,000rolnex r Fo col....M.P.m.) bMwraremraear:�:rrett.r.7=:eo iga�rwe•rat Int°b C.Marne Omar A Roma.OO•r s•marrow ramdb w a thaeab..4900,nalMmued M...&Coomm90,mnmanl. "a. WELD COUP. Purmawy load pp.,Mal a...w'pods 8 0910 bap M CODE ORDWANCE 20132 dnwal 40411 Pan ram.t.64.e.ro9*M.Crean.a Gr.Sta. O I"era r.clamant..ra,mm ea pony..ceder ma..m on an IN 111E MATIER6REPEAIYlG MU REEMKlla10.WITSEII5RiETY, Tea Crma.un ste7 Mmaai Orb.•!Mop M.MOW.d IM0wtla d M°,314benr„,- dwBm.Od Cwny Gp^—Zr:z"anwnieh,InW4204 I>a•IrE MATTER REVENUE PEALINGND CE-ARTICLETI PIN ITS PURCHASING Y.OF C.a... q.W mM•t.lma etlmnm.foal q•nmmrmn conoarwN m amines THE WELD C010OTY CODE O.....ARaquel,.II a ra9ar le Me P.O.,.....7.....N.... Sa.*06*EWM*vm09r0,1*0 erau0.ona. BE IT ORDAINED By PE BOARD t]fCWNTY COM1MS901E 0of THE sac o 110 N 4094lea p*40 all rmn� AAny yam danmmwl Mar r d G*umr b4ep,w COUNTY OF WELD,STATE OF COLOMOO Rau,aPo..reaPm.aa.Ee ere Me Simi...Mane n 4000,4209•rn4,od Dec•. peeaoe m all allporal. prae o m r 5-r m Ind Dena..01 OCAa...wllh WHEREAS.w Bald a Carry Gorman ere ofw ....Slan4 padanpubm 5-M puro4ras wow 820.4 t.a..0, m...q mow.. br.ma,wweaneda,d.Nr•.W 11.cow win i4Om.Rear elwt.r.. I1N°b..Rala.paaa,n n•..p.p.n sow wdlnron.a 8rewmrlrw .e.nanrd.nitsr,.p M..wndw.4cwny.4010.20,cod xNam.01200.0 WHREA5.w Bald d Ca..r....................O2........e 3 Spedralans a prod msonn.M 020440 dwb.cr and spM.xlbn a IA...b atra'woes.Pay..7.6 b .!.Can.go. e c cob Drwmm0dl.W,a.p•mnp•h•n' ae.al.Ca.+y w.mniaenu.cb4p•an''','".t M. ..',d5-pea a Maim w•munl.r arenmi—W.dari. 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NMdo f1 nay.0.1.wwem� e rower.13M OMmM•^yaM Hraa e..aa...te.nnMolatiens will be co-du and On the hopes,meia racer.0 9 42.II PumNrea.rrwnMrtM1u^9•ueeNaY hu been O0YW..ywbbde Op•npa nn n00a fro,........,w•pyew is hean aaroe oepad brlm»banaacaa'ncoder55,000•* ,, Ma P.M 25.Mba.9Msoa 1.mead m.o.a.wpolr by Dna. 0! 041a...9am a.i000i.4O.p.nw II. 1•x1M01+10•!•W"Oo000l,slna 9,00 p.a..48114 cull',ora:.nag«am•r how0070,0bop9. dam .*09.20 a Pud¢Iron�Enruan*400, wean.IM Man 5-P as to ma.e 7ulert.m Me met.nm,e.t d�ee emmy.uaai.nu. pss Cem.ed pw•�um.. .N end 0.004. 70 wP.. mil ,banana.............any co p°mss eervma uMa 05.020 maY x naroM tnrw wrys: r,ba.,.arpAa v spr..mn.Cnahorn ay comfy 84204.nut no, 26.11.plMewtl rvn decor.Ys,leer•!,oSA a aft moprdw 20448•. 'ea nm1uE. I.590200.04 tl a 10448 1aus,bw top.to Pddu.np G Cwdmne wad w pm..d Ma An.a M.duby.A.p.s..alsm 2.Uw a•pea. ...,,,,Reel l0 w.Y.br*S.890 5+202,a Zt.Emrgnn aro.a Mw'. *40�W/MadM.w 1*10*dam/dar.T. vaWcoma**YWeren•duah .Horan'.,Way,halh,d Cepnp prow.0 m.o.. .caa.tlb waf.•ma4d MOmrbrd Gaud 5wM 3.Inv.pre..by von.* ca.pay. N e Pal berer.e.4oslr.re 5-w Ma.a•M Cwnry pbamra B.Mama wMa»a P m .accooty vs ern Mega. 084208 e.0..p.naeauprtra Mrolvrq Mr.brrpm. 1 Wa.ew sl86d4cadiaa Moe.aanm'.Prot povmmenl.Bn .•d •o team aim weer.65.000.525.000 all c.o..Inman rail.morn''a 0.y 1.00.0 a 014. rni a Oa..•rob5*al pra0•a by AA.154 Tale 2.C.R5. oneW ard d`part.009 q+ol and co.uae may w nolarnacem.aeon. ew. 5-e Pura.. i Ionteam.i0'0ndown mewl von II?060.0«20 100*000omm a r.—wtuw•np°pbt0y"*— rt.E a,P• .. r namoms e m r loom i.moav,pon.t .11"Z«. rb.. am.0820.IC*',.'clomp*F6.0 a x.200417 w-.b w cow a Pao OM 7.997*0 Eau..M.�rwr•rl Rra;rwnrs a«eiwr+ardH w... 3M.benary...ma.nli40ltpCob.na.aleo.el•r«uinmmlb v.v ay.,tl clomp eFormw B.d ..w•lnaywmar,"am. rod.no mwr.e•w w rpp.4 I.170...I 0o pcm.204..00 m.Drgn enrla.eeamal4ar wen a n..aaasmw. .....WO!.9.30..•7 a mmwkr:Pm.0u..y.a 000......Od... •smmlees0 a a ken.re44.a0n a...Pad..a•mr.e do... 31 Pro...rma....m p lend 1wmw.••b m5pN,.•NMI,anra 0020008 a........t Rd vl eeeio Pm.Ap semmta me roal..wan p.m a......b I.V. p.p ,n*0600 .wwm.a.rover.am.0840!a'mad.. ERVP ICES UM'MLSF04001 RgPERPVRCHPSMIG PROCESOU�RE6 a,Edw..Om d teem re 201820,..a*..(314as ?.95ar mrld•I 000 090449 Boa..Coma1".mauprren,40.•...Swwar... uwalOT BE PAID FOR BY TE•I COUNTY ANO WILL BECOME TIE FEg5O.L ••°Pay w PuanMip m rvr2I r•pooh'rend T.ascl.s.v bmmm Iv navrompw d Mrs Dada. NGCOMWTMEMTOTHE VE.DGa FOR gab alts m=".—r °'747a «Wmw"wr'a• a swca+.eon solesow wc.u« T1EluEWLNT HCIM6f. 01 comaaN,rrAe747-"I°,'"".wrn w°Ra•conea,m•d Furwua a Iconfro •+easamassnaa.orhpe u5-a 804* epp��appoanl1a cots'San ere.em a•eprs,w Ohms,.mnam 4,48.120. I.Any dem.ala nd.•vondwprw.wadMd 6wdm Nbwgbb N ryod e9pp.r name,prad by(ra•1,dN•*I rda,pn.wa9Ol.pun. ....Fonda _ uole . ths.ace asmnbuman ould we+yonly'nom.re Bc 5,4,20 8.0.40,. .0*4*0 o.rape.wl4M. x F.ymwa rot•mwaep0 d Pma.a we canoe can at ruetl,hr.upr. anleE oP 5-0* .yar niSu...on. ;*Mabwn 01*4 n.nd ha sh,r"sio wen.... TM radiaWip Parww2�eb rdw udarb am0be0y ND e.p,r.aidd.oram oa pwdmi.. n.0000 ., Cax,uMM.Pads.,0.100br.Pas 2000408 •aa M.pm.eta vendor can alr•wrb0 la. .. Ir.r•omre aw Odom''`The Pura..Deeelmem et ma,man records lo Me down »0dN•nnt.off dPum, "�.1°°°d a•.. ant ma mabm.em..a Swan 6..1801.0 ham AMa•scot'.porch.«are 525.00..+,rwu. a recant. p d Daly awl W... lee Bca i of Goan.Camm•ean.n. wGarr•m..40,01 a Imdwarw•WO by yen.'•m.5-err. 0.0 .d...e 0*,,mwa.....«anw -Pala Y.nwd•w»Pau«d e.sow 0300070.0'0.rh. 4195.0:°6411' 410" con`Mc9,1pm maledmm.mnrwag n. 10.«40.�0we040605* ....0.,0 P09401, . Oeva.n"0aew..•ale...mn0ai.and lac.4WM.im la oat•m•9ro ...".°04161........ 1 '°° •04 urn..trenamn I.4090"M1..*m„0 r•OrWl .and warts w 0.10.54 W' 0.TM Bdv00vd a Cw•y Wmww 006•�airy Drama o1P cerne:a-wean rcesm.a MP.M wT 0,.... plorm em.Niali tram con W912w aew a made o5- ny .asw ra . per of 818020 d Cwnry ner. sera...m l.m wag .��,aaeey....mea ARO,Wawa.isis made,oil wamir4 neer..Pa wow ow a pub. CoMmmon Common. .m•`o`»i Pr..no. Rao.0n�N an u.awr von.Mould mm•dlle dapwm..dm..I0a r M r.mum. mm.aah rNaab al.Deor awa..No0*0*110 Mtanbn d9mp70*40 C.Wean Oar..b to lnw bow Moe.a 1.00094,0•B..WC.. vendor wmm....arr.r•ear.Mfr.'a ate..amw0....20 0alte Men err Bo nos meet roofroon,w Dram.a Pura.2940or�. Cowman �.'maw..•en0u•diw.nab49OMa gwnma. of Pure... rid..MauuT+.rt.namn.ea o.dae.pa.w,a.amore.'doom.. pocu *5-o.•0204res men or tee.end.6.0200a 1. awdYena run..amw4rAmlekbDMm•m.Wa won from line am.Pa..ayan.0,my Ma e.a.will...4...11 ..Code D ili•MFe..I,tamdo"oa•rd 1t4n.toOnsrnem .a»ita bwmaeeld4 X46.4148204 may..as renew b pays.•bna..dw. I• a S.1 upon b.aMdwaemwnb.n..Csseaduad d Pt.e..inb or Sea.5aala Emrg••••ar... mg,amp,$.re. parr may I...w•....as A.OnN Ot31 r5- dcob.Web,5-b•a's.7=IMwgmnA 0.od mats Palm.e, 0100,.08. a•p.wn• Waal.m d Ptic 4.....pace Dun. 05 meet bor.N rgea O ran alpOs8*T 'am,.Formal 7018.0..A.41. .mamra and 00.40«w5- uera aim m Waal. 0 letuld ma.reel m iawn rogw e910004 n , lepudsnpua5T.COOL 1..... ofl*9* 9 browbmunom. nt a taimaYmumd awn- 5-•y d.0*80.1.mll.cr*709dvm.•ra Emmet.*0510 P4vmvy.T1.saw•.,%dua.al damnmema".Y•Md.......... 4a Ma°.902,90.....................ranor.o delawl myive m aPurclo,nM Par re.na.ryancym ear bmO,suma 84.200 Pam.P.m 1525.2000 Mtn n mu mare,!d 11.Cwnry..oral p a era y 4988 a•bow aPodm4874..Dane.*.090.401.0040.0.0R wra..uwePe0000.0.I0054 wmwwvw.W,un.ahai,.awr- I A,I Rule Iwm.mmtl.cots.' ,,.amb CO(.nnua 1 pardn PawapF S.�i0.H5dw Mae woalmam.alm0•°Wrrwla Pe9l,urry How Rule Gna al puou .and m s5-annually by Bmraa Carry Z°..7 bee.bDyy ahWibe7 aeal.tlbel,5-M ,tM1Tre:4 n9eai.ne:4:9,5-M2t6b*a Mi•C.•, deemaati.•• .he»0..004 W drM1wM.bo.•.a 0*099 e•e 5-•.w I6. awn Me Got,. a.annmon h6m.aro H•ery law rb .r4 EMc no a ha Cawway d WM minis hap.,Pun Z Em..MGPw020 Cagan, :�.�e.m:as !Soon testyeow Ms Cola 5-w;xsaw.nYalensonsina w.wtlptlr5-fal, wp.mrl,q r9saW 0020 m,•cnapa w.I20.90080,8018 wBwma • 5-.0 Bd moat. morn an.m�ader a*4 rods may.ba d.fa.ton Iaa°coltsM.y w m Sw.w 1•.a r.Ham.col.Cf .r now..Mu wm.T leader wandg pa.maY.an00n,ea.mn aft.Bo. Co Paw CnmW,ry pun„actmnd A. .T.C'="Nanacceptrvbd Z''hMb.hm1 wCOG TEM.L''':',., FADERttlmgaz.tW byme Bmrtla Ca-n�Comm,.ona.wtl'w !.T1.BwwroId Cwn C nNW M.trading�rx•dur»la manly r...'7:::;::"..".",NrN .:........,......,..ML...,ba arum 1.P n p urng egeru eleY Wil�wm�0,le many porch.. 25-l..•e ribyIre auEd.. C.,. g «y pad 8.201. w'.5-b Bwrd m e any Pcnur rpI are ro4pwry n adr m opt ma mrnmatt .., covey . a 009 ....Cam 900Illn nPe mire Emergency Open..Card Pura.... • C..•PM...0F.a.w..........uro..maed inane.°.., p-p w dace«w d Ue Owam a Genera;. 00.0.may.am a '400.!4 Dowd of lea Web Coma Ca co d Fm.rer.y Man.gemed the aura.. MI aw020.48 county new. .°aces ea lug uue0.and May be wwmsed Web Count.D...dF,vnce 5-+a Adn,nitatan and I V Wad Conroy Owed s.Bel•p WT�an N.11. 0.edn • oIn dwmunp. n 4h.wdimupn amee..a.as w oron• 'rlr 04006m,nr.m.,4•.S. Genera.Sr.seal maw mummy.amen to Soon raew,a evaded any b.,from awPM.....b....»mrewppumwatl4MaCary. '"'contM9a,eaml.Rmaadn,1.002040 wm0.•IIMEra,awnOp:r:Il°w.Ca.v)io ontt"m"'°e"tandooper ad No onsonar mo•`shall eestrea�m+. b bidden a maw,.bowl r bawmr .capon,..,0.0000 a w t..•d.n.mbdy 0,..,,y,„ G Informed .•.MI ConyaOwdrte..Mart a pea ya 3.1.Cwn!Y conmt,man wad pr.air.:' m rwd.a w0a rwnar ei.r. e.Re...ram mown apuaad ed eaawrb. n�ndsEll trl o County r0Comwea omd n aop*0.1.plo- In41.•4 wherei.bee are mmpeaen•,n p.e5-M 0810 c.COM alto dom.b 10......1. orrram920.1. aosee moonw•Mremrery 1n.C..Comm....«mar a ibe mt..dw emollna,0 a• d....a d b 1v0(e.Mn.......h O....,MeY mend pet.Per Sen.v.5-d im W.a Cw.ay Hwea Aug Cnfoler. O0400, Rase rm.b,5-.r Pan•sal bd,the reason s era 012004 4 ba biol. el..,Nose is'rma sae and 00 over 19 amoua Namwy by S.All pun..n roma...b Pe eat ma Bo. Cw ..Twwa d•wa...mrp roved pwnan AocW.5{Ihy Me Board pum Camm�awr•mrym hew my anmd4pm.n"m.•,5-ii lot 014.gwY puma C"'""""'• .I s.uai .me". bb0M00020*lw.n4r ..R».vdard era don. ()Wievt,. mWl.ai.pt 21.7.18 m.WI a 191 AM.,nM•8..r.a...7C..omm•ao.nwy.dlpwa. IM promel41.-rmd adv....la w b.Maras a w Cary. Sc..S4.11x0.Procurer.by in Dana..d ltam•mn Tm.10.12, mw1.Penala Casa*Era'n9Ni9. ale bib rani.b b... C ny Dexnmo4a Iroaw.Toclydgv pod.Iell dean. m.„bn,p qw....Pow.T.e.•y.a.d .2...h.d brnn sea bo ard°'mnr b es epmpnm..Mm w Or Caddis wad n wennoln0y rewwcea.noudng. n ..... .... corner T•Crer,. ero am..011. se,e.ba.wyn W.want',e online ad a a...rarrba caw. Inn wen..colon MPo D•wiMWMa Po. oO May I db bete. WM.Cou. Come Im se t..l4 own pan..enbn an.by 0.re.W. Saey Conmun.pne,:utleecrxd+Seam3.125. pats.•.' II.mil. Many,bb 0008bn. de1W n 0204„nca wen,..Pmcv era Pmed,4rai W kin n Mle Crww 5-W n B.S.do+dbr 1.1,0,C RS,.P«dr w5-•u wu.Oul Ina.bond a cvuma can Me Mon.ew T•cnmmgy Prsaemenl Pdw a O*•dr O.A0a0 N a 040 Gado deny wry boa ma..w.....',.m..mW- Wow m an nor. Y..�Va..wh m•bre•M low a.irvedi. aMTroa•our...atm.M.o.,dfe aao...awl b pain rag• *b,.....00100 ng.a0ee.,pae.a5-"ydeera.m,5-,ban iinle0 ty w wepn,r.i* 07 He.um .-« Mw bac are opal Maud by 0.4200*d9 0,6y f. p pnwdrwmpa•mn4.0.2049.20meuwadr-.7,.'''''•-.. arw•i. .pa*a•• -0 mtwain Mw i--"y'"r"•-.aI.08420..era ).""‘"mvd.n•sal•.w.m Me aim.1.n be p,owr.42020 poem anPuy �.,0'mama w taaab. s.5-s•-Izs.P.m..4 20.0.8420020 a P.db 5•eaa canwA.near. %%or.M Nang maroon patt r ,a pie pace d"as ea..R. TM Wad Como Dearman d Pan SaI.Y C°.n...•al.pry.• 4d... W boa...4098 a5Wl brow bow w5-. aDe^ea.4 ma 1:20,fond pew aelcai.n I. mar..No...le .crow..0409 PA M Br.m..Odder.hen, 4y, .0..n-waou:rr0�w.0n0:......a.m*Wv1Wb1. ...a11.2.2.e"b" is ad do=rei.Il.e.w1pmwa ytaila r .wan,and len..018 Department.A. •w bo aarrea. ff M•ce wi.a.oomuenY a n h•nny es m.nawdv or d,nc.1 aaaII..ter•am.°bad,...M.dry.mama A tar my non b in mo2080 rat w•paw Wm pm.dr«ea 112 4ma chNN. or-IT Pow a P..ai.am41.SW.. •sea.bel-AAA.r•inv.ed ea ere p Nato..b all.I..op., carat•.•,ammo bmat..mrwpb•, ......adww C.SO.2.209.CA 408 n S.,•0 . 5.T.0.o*0..a Mw. um co ..•0.,MM..70 b5-.Pa BM.0.!90:0muron° n.aM0 by w Dep.r..a004440*SP.. The Department 01 Human Sea..MAO procure el needed professor.services (525,(00)or more.011 be lonnally advenreed,sealed bids shall be taken.and the 2.Cash wilhdawel•req . P•cteernred enl shel the l rtment and aa approved beConducted re accordance p the beli procedures the Board cd County Sei Sol by publicbide fie a I,ol on submerse be uo to 000 Nn L00uaof sealed rb e.C When pooraonato b•award 3.Drees eareu ryaey p011 yarns ^p ben en,/s chap.•odor as rna acme of t grant eats.or other00p4'unclog g'used,the eControllerrlaand oepanmSe 1501 r vesgarde may ton shall h a used to reeve...,Al by Osranal..Pas such m Ivmnlvro,df arras.etc gross...re re pprw5b thethl4 aucaon Sealed Nahoe or s o,aurtlon snail be used to the a As tdI any Coney purchase.in I .p1Se o not b be the for tiny product semoo shall be p•dtaaN by to Depareranl d Purtleaaaq fintharnurn ve ono r�nd doles(525.000)she be madeod was romaaaun.hales than twenty. a rtardhanl considered bring elyproprlas b Courtly tree bye p'«en 50.ealettedb Sec dls5.4-140 C es Med sa to torten d edepeedenl convect w tem° nwmpm p iaels lathe Coolly Reronva recavea from sue sales snag Fobs b a comply with 5M atom paOM for anebns o el Gerd 0 0^01 me P- row.goo Or .to awarded Fr weep•sae(0 pro ssmral r.oA or even,0 dxs epp'opu,e land Cara Prop• y rmua p ornentlay acadl,dlaadl d oN pmaepoa and w awe goods w m..re.. ow.by th00 feeon Inner ee process D ecbot 0001. paasbla Mmwpon d emypPrant df.Srnca COMM wave 4 in y nTheDrrbrd D d cm. me s150 ethe mer°dep.1 001.0...etween see sthe eeve Cenral may b may roomed b the 00100 rem la a Caws, cont.!Se nt a a r informal pas 6aa'e morels.Goan to tth accounts to df the lobe 0001 nnW..Sather,. reacted:has the a.ewer.es Mt and payment The ore rde,are l hairy y Program 1425.6Contracts may to reported by the DredOr of CHroral Samosa for nipmal purchases eep4taned are wean th0 10 lures The estate d e0 nom•parone t seas ce ben ake ea o Coun.t0os t when nstha Men ea sandal[rent nary M1u no, Ief25,ODO)n d Gfo-Oy-CmB Mee me try on Console•e'the modal eseed out. g ed by bale de heeds been taken into mount when•PYed has bean awed A Selemnn ho▪ds a�An orwarded mrhedabey l t trans..sop h II be filled out,',geed ny eom deportment recess nOe a Y I. pammmt of Accounting I The-aAccomeng Mews nell mpor a le f response.led poe under rh a o each month,n0 he pCa,e Mkar a not re5pnade for d'ect payment undo•ha or nor account I alb scocduc d Indwuela c<with ar..S performprocedures dureasbna services work funds Tin inter a all 111 6 ummaan nt bbd ngap none orn o II anmdma,n.tin to sell ee conducted m aao vary o wen mMae etrelures 01scnb.In IM1e chaph shall rear in a band entry bang writes hoes one(It fund for deposit m Pe 2..10. •Cord Even. ny al me rng s steer, agno upon 0101 d an amen tier.bet«On enter may vary oh each arnlic metre other hrntl by Ina Department of Accounting. Iran,n0 PGOd Expenp Rernmg system,to sort on and racnclb me statement n41na 2 II the neededr service or request 101 eons Il to by beer man a solo tsource, F.No replies,mdonda,Or equipmentC n.nll be sold or Grew ee ontrolletl at Mho. ▪ pal tor lth esaal n 0 11 Del for reaps hint to a made by Ina Department 01 prbr anp•ovN or IhC BOdd of County Cdnmbanent senator the Controller a preeed ail recaps in the recelpb anhdapa 10 the neMdW the ere and lanyard IPurch 50010 Ito wren atsiaanu from the g ati Moak 01rnmenl.In m0 case of a er polevd,who will olectiDepartment final the statement,ec review 0110.0 endd. e.the Department of P500001 rig w h untyrmmdbe Mateo other duel, n0 lanteingworm contain.Sarno set beare continued r b(0prolstetlbgd the'Warn o1 unused maims Me McpnUnq OpOrmml laral MI.avow,nsnace No m^finance synmm and h.wos or'leaneD o.prrayin for a in by the County es d a e a source, Idol crape a 01 eol,P when are sum.b 110 hparomnnta of the Cking tycharge IYig the ra l to ore.5na la spec,ym5 me ode eO.rCO mvBl Pe dl.n mC ago. 11 me met aloof d pr.l we 100 man.roomed efit or a Ca a a AUU nlaa.naM. NOTE dee one I I connect for me record n of mom.d disposal 010 rd Se an a Opna bomb to fie Couny. 1«epI envdpe per PCa10 holder Please de not ma PCaN B Convect Esa.azrmem •super,d mammon re'uird Shot be rernae b ma w•dusnp agent Kober wept. a in the send no bid ate rowel for the Bab at W'plue property.the O1-neon of 3 The ow..reopened.Id approval al the aalenenl than revere and WprOve 1 Department employees wren eesgnated Cola.management authority toy goo. G .d Serves may neap ate a sale Final negowle0 are ere be apprwad by al doe...n the PG•d EapMee 000O'Bn9 byht"t era semces sha;boor.the po m re ureent macesu 05 in d6Ud1 the craw..craw.. the Board el Courtly Comm$ 0 d em-Mere rmeaa 'm nags p nl.eseme shoo erne,the contract 00a con- The Pad be. te replenished orre per mown • mama..l systd I 'avow elto ol,y-opndo.190014101 The teeming are Sr 5-4.190.P•ymenb gero'dy'cooled A M bas pad by Into Country am pad through Ire Accandp System and WI into F A« narecaps lo,goods and 5erncca purchased met be kept For one(I)d me bea ne ong calegas anent ro ddan AlM vie pope.bad mist a recap must ha reoaeateo 011.105 merman a Renew rid OOO.d,naton wet the County Attorney to develop the contract el en the pre.height.etc.and be Included mm the goods mated 0r Sneered.A',.Caret e nsures proper kabLry nderenee0aon and 101u]n[0 statements are raage:07 d 1 Dart pay ie a payment generated mew,ryaemgenlealed purchase oder abider oho.req. .•14 0l the r«ep end 10 the goods pang wiped,to ensure Expo...vett e lets category do not have a require°deb oeperenental spend blab a receipt is aveanie b'statement-a:anorak. b,COM.05011000,5 legal represanta0ve agralure on con... leg lams and proceolree identified in Section 54-60 A Yet el other espennlwes ter Wee Carl pay can be used Ilsled an Section S'O-aO. NOTE A merchant should not.elect this request since It a A rat pdcy C Review and approval by Deponent Head 2 Regular pay-payment am aystamgenereled purdltale onln.,Expenditures in G Deputed or Iloudllent charges.If there is n dacrpaecy un the mailmen,.Il,a d.Rwlew and approve,by the Der«br et Oenwd Sonoma. cis category 1000110 a purchase order. t epel er.tnet the issue as addressed immediately.Dependng on en type of Ode [r pen[y,the le-Card holder must cona0 either the merchant or the ha.la resolve e.Review and approval by Droop 0,Fiance and At...Ireton.ar Mares 3 Procurement Cad(P-Card)purchases prig issued cred1 cad w,0 settlement at the disputed Iran.Clbn are el each none. 1000000alen wen the Clara la tee Boe10 so were.can b0 presented to Me Bead I II the naRYYd 111 charged incorrectly.or Nara 4 an eulslnd^5 quality 0r mn0e for Mal appovd. B Upon approval of the Controller.Director al Fnence pa AdnxnlstraVon or the 0500.the P•COld holder must Om contact The marcheM*Id ly b resolve the error a DeaCtOr el 2 Dparnom efnpbye•s wpm honlr•a m•negrment eWromy shad ensure re appro. may be peel 1.naps or her rm.weir•i Serve..an expenditure won payment pneOOse order otiose 11 We t0 deb end eq ear resultedone spotnter er n overcharge...001 ceps nN•ImeM urcsua I 1 from re r II WeManmM be requested eardeM me neat.00150, pots earn..of wren.and admit d«u nantaen a secured pro b perm, rig ark to be performed.II p00.00.W do0umenaron shall a«dttpany one con C No dement for J sorest the Country shell be approsad dewed,audled. 2 lI the martial dear. rat et l0)t mend necessary the i rmsda1Ny cameo tract pearled ter Board mooed.If p1 pwside In rcongary coined.re doc, or pod unless n,shall re a writing,dead,and suhc,enly tootled to Bondy to 0e bank The bank WI g m order mob u11 be pw,ded To the pas:M ame agora tor mduadn into arm keeping 0ep.h0Mre to research to item n pul5on.The dads 0111th dnutno V Oryacldn Nora 00 reported on nee County Itlmead,00 the Bank Papule Form eyen.de n ea C Appevd Pre. D The o0gnel copy of eve,moo Shay be sun.end saved ter the 00041 edl of A«ouneng Department d in Pa 0901¢rmepn that..Ont. escoumrp Once to nwrce re scanned he prwmere department we process the 1 Slate elatu10a and Seeman 3.8111101 at the WWI C.ny H Rub CnIne- payment 3 1110 6004 mud me..any dirge beat.the red05(0 lday.account 1014100 0011 al coneaca must be ppro5ed by the Beard al aunty Comesseanera date SYN.,re5Wu.n a panting.m9 Cotner. and.pad by the Char 01 the Board in order IC be vaad dams oeenuae aura E Arroend0 nttre epp.avds ter me Accoun009 System mull be competed,ww amount of the thawed°w di. need,per to cn50eraen ter approval by the Board d Corny Cdnmsmdnrs.one re Department of Aaounang hawng 00ad approver on all payments.Ala,approvals cantrect shall be approved by the County Allenby.Pie Department Head ongrnal are complete.lee warrant aft be pooled and meted out verb apprpriate fen:mance a Although the bank eels as to arbitrate'In any depute,a P.COrd holder should Mg era convect,me Director 01 Gener01 Servcea and the Di,ettor of Finance a0a document never assurne that.dispute wit be 100Glycd In Ira or her lever. Adbmatrann,ar 01R9nee. Sec 64.190.Purchasing Card(P-Cad)Program 4 It the depute 1e not resolved eallefnlanly area P-Cord Nader believes the mar• 2 Approval by the 405,0 d County Cammaainnn shall follow the praedurea By Resolution Juno 02005-1010 d Wowing Board of bed ntyCnilr^aware o approved 10r the n snare has unholy 'reeled 01 or her,the °Care as deemed appropriate e notified web OeBcnbod In SeoUOn 2.1-40 0l Iha Cade Ot100lve Juno I.2005,too fdbwl de Purcha.ng Card(p0a.db Program. D.Modifications to contracts Every contract change order.renewal,loon modln0 b My fraudulent[large.10.,5 charge appeanng when was not aulrollaed by the lion.or pre seemnere en ores.of me Orlgna contract amount)must be approved A Purpo.. The purple nl the PCa10 Program a to.seaman end merry the card hob,most be repelled en.noSatery to the bank Prompt reporting of any pee haang and payment peel for Coolly Vanlclons The goal d the program a such Wage wIl help to protect the County fran lablay A D0051een d Forgery or 1 Moelealem under twenty-fine teusand drat.1f25 00011eurn,l4Uwe)to service es WO. Un•uthpun Use Form a ava.Mle in the Accounting Department to f«Attie neatea- cot'acts can be approved by the department head or derma or elected°M al I hoed eery such 110ntae010nt. MVOK4aons Oyer'weary-We mouton date,,S2500011cumv.0vel le Oo0oun Con' I To torte,the rm.-wr•emen pre.. tract must be approved by me Coed of County COemldnelb le 51le.and v1 W Mac..are restore('by tag author.0 arkues the are 2 To srmi0e the Ome{Onaumng bans marl pawl Gds ub.w'vim Mx al the awe d ppdase udel,ha entry.are as the Canty. 2 s1Jrcava needing.Or no Wilq ie.change order,tens mooitcaens or is esempt M prchases 1O'me Cary are 10a exempt am SALES TAX SHOULD pre adeelmenas(a excesa et to atrial contract anode,to capnd snpmemett 3 To reduce or Moen.out-al-pocket 05000005 NOT BE PAID A carts won fie Counye ax exempt,D nano•:will be gven b Mach constn2Uo0 can..Mud be approved by IM Bowe Of Cary Cornearers PCard holder.II a Wirth County P-Ce,0 used and Ise tax 0500191 ID number. 4 To erode PCa d riders we ernpowermenl to choose pbwdd Od madam echoed not charge sales,44 NIX..The n an exemption Iron •The Chair of me Board as Marlonn/en to enter into and sigh contracts aro agree. Cabredo Wes lox Odme o-cut-of-sm.s4ad'5 may not honer ma owner. manta for et change ord.to contracts 10r construction protects re up to the percent B General p4debse. 15%01 o OngnCane.,alCane.,ampinl.1d050001 10 twenty le ream e thd0and a I If the PCed holder makes a purchan and saes to.as charged(except more). ore). 1525 on.000)(cumulative). aPCa d users moot 00 alp s b 5«Ti other r,s�00de.00400 b Iregardingrue nssing� the P-Card adder WI be ma f Tha Gaunt resoonable a NOtor payment of the sass tax or getting s•eland p.but not men y wI pay any sales E Torte of Connect.When it is in me beet interest of eta County,co 1100$can be la lobtai bide on a eye-year bald wM.naver al the eeldn 01 the County and approval by the 2 0lmhan1 rp•rdng Ilea policy and any ether questions cocerning lax mules Board al County Commimonera 2 Card Issuance Each P-Card holder will be 1,001.nd to complete a P-Cerd holder should be•ddr^aud l0 the P-Card Ad vnoaater apeerment By ampere 010 a n1.the P•Card holder ens agreed 10 adhere to the qW.Ailed and Enforcement r t.,oilree. F Contract Implementation Department Head.(and elected 0150415)are respirable em aellne.eatdhlraned n this Section A.amps of the carded.,agreement la aver Sec 5.4• 0apons ter iplemenlaen al the eep,rements and.9eofes Oro of all contracts with their de In the Accounting Department. A Tee reapnaOlny lee purchasing policy resides at me lollnwrng Deparenent e Each P-Cad holder is the only person 00110.10..0 card.The cad Ia not to be 1.Department Heade west Sac 54 150. rdentn..red selectee process IOr prde00nal services used III morons,um A APerabdM.The quaelcannoaa.salmon 5-(OBS)prase.must be used whary and moons Review a Wale Reduemon oons ever retuned by stale or forret law AppenW SP provers adieus,gad... b Since ear P Card,s Inked*a areas boa number and inducer ca dholOm, the card cannel.',amt..Iron one P-Card odder to another. b.Erre ethane is mWde in budge,rob emoting Reowen requests B OBS proem e. t Sept RFO.A Regan b•OhaUcsteom fRF _ c Urn 00 000 of me PCs.,me PCad holder mat Karate the account by caang c Ensure the ran of me procurement promss are M1arg tdowe l try We Detriment d PurWWmg ammo genes amps.requoemns andrepose, the behest nuopro pmaed...id For venrmdbn purpombar the P.G'a roles* e fie be asked b provide hi d rat. or yr:o ati number a Asks p2luau n the east interest of the Cony Ina 1)My eel rd a raid a me PCad Neer•name.n4 d her personal Veen 2 Orre.°,of General Senecas de a The RFO may te adver 010 a no ems Mal a pr prbr'earl A Idy ire not to ochry....a cad Opted need anon al re RFO rs not Onarecteror.the RFC)1110 ba ad role. a Ensure rubs d the procurement process ralbct current prams and fie oar annual y..order to 0,000 a anon oat of guaafi.rndenduale or amvs 0001 are able el The County a respectable ter payment d all porches.. hollowed by salt to porde(releaarn.semw Nothing n ma Section peclvhea Ise County horn accepting giafilicarens andor vend.as a:lewed In Stern 5-4-60 el Isis An.le 3 Account maintenance.To change any dnlommOn regarding s account such as D Ensue quotes are r«Ordedr0s,ned ter review email address or^apenet accounting co..a P-Cate M1d.r must contact the P-Cad b. 000altet d n forms•atoe mg to I let ha FIFO shall subs statement of interest to Adm'dials and erode ape bpMb Orreries.. 0,Reysw purchase odors. me Department of Purchaeing by n deawmled dole Such etalemente anal address the careers provided to Append.5.0 4s th County Mt etoeche o d,l ccan is.OIL may be use used al d fmerchant or In-Store at acc5505 ale well a except d.procurimenl pmemeses la drachma antlers le ensure any change orders tallow me Ic The department head or elected official.ha0 dea40510 a review team which shall phone,lox or mad Wert There 0 no special tem..or egurpmenl needed by is re w the individuate..based upon Ink.a.lemenla 01 interest according to the merchant to process a PCa'd eneactn. 3.Controller mil Cetera] v proded in Appends 5.0.The Dario of General SBmces.Or hoc or her des- ,shall permeate very review learn e review learn n shall create a on When ere the P-Cad.ononto.o the merchant not b ado an Inhdc.to Accounts a Rave.Purn n ve eang Card eansacns 0 vent'that pokey a bang bllenved i t 01 Three(31 to live IS),Mrva00.aums Peyoble.are ms may molt,n a dupkcale payment 0 Verily IOMnp 4 present n budge drmg requis ton proem 2 � b 2 RFFPen.mews w el The department head reeled otsoal Mae p1005 a per Mona te.n0 mad 0aers the merchant ward send•Ic49apactng.31 RSerred. b rlposal beret to ea d M ndeOralwmme n the Mn Ike who gnat only T e raqu.arhmg tad shoat na tate'pad by cm.wet'web is PCad c Veny haengas poxes n puppet ter prism roe,.[reels be mbar to•5054 a mandatory ere-proposal meeting The renew tam OW Alta acOsry name ben m the Mee to'Mkt The r•COOYe Bang lei needs b be turned new el mdmduysl,ma re00nM9 b the RFP an0 watt raa each pp0sal second in ter al other reapts forme month to me arrow 4 Director et France end Ado...owe we rents'eaperhslnre4 n 10.ebn b buie ere to the tiara provided n 100.000 5-S gels ann., 5 Lemaore aid reslro0es Each PCera non 150,00om and/manna mat are 3 Step 3 Ne0ona>m I0maay.eo pkoce,i.pdey M there to t^1.0000 d en'cen B Couny ane5<wa at al km.are responsible ton adherence b Mean..el as can my by the Acnvh eeld pdurmo a 0001 E.ampaa d imp'ope.use 4 termer.nosy mauaa 0 The Ueda/Men,need 01 000.calker.Or he Or her deagnee sea.negotiate n pool fa.w,10 1Se^Mss rank.Oren or rd company a order to cone magreement on a Singole-Ironer,.neactbn and monthly do.Deno are placed on each P-Cad Purchases I S1nngng or spring a large pure..info two drm.ro smaller er lter Dra n ord to all aspect,or the contract erck,arp IoW 01 ;Ace ee • 4d not he spat to aroa0 the angle Ir0ne1csn EIrv1 0004 ha••Ouaremen!. b It no agreement can be made wile the highest ranked company 01 f n,the depn' b The P-Cold Program.lad allow.for merchent category/along.If a parheu. ri bre r 2.Coma.S1 Ind andlo p001 ere.conduct ream head b'Medea oanual or New her Maple..may stop negdabons and Mein merchant category la blacked 1e.g.Jewelry Moms)end an attempt is mode to use a negolohons on.on.the noel manes,ranked firm or company m pra an ese may be P-Card el d merchant,the purchase will be Ea1ne0 The County nos made an 3.Not prolmi14 a purchase 0100tng me ReOuac,Oon lo Punrese Or01r process. repeated as mays necessary II negotleton is net successful with any of the ranked effort lo ensure that the vendors and supplier.used duhng the normal course of busk corm:ones or forms.the department heed or elected otrcel coy begin the OBS pro not•oatmeal tap-Card a refused al a merc1enl,which ie Wooed to be 4 Improper.mielead,ng,or at ophy°use 01 the Sole$Ouse Jmllltalln 0r Bel peas over or may begs the negotiann prase aver er19pnele,contact the PCab Adounlsirelot In Inc Coaling Deportment Doaamentalon C Best Vat,.OBS 010unue c.Automated customer erre asedance as available tweny-lour(241 hours per day. a 1Mrvduale eel be abject 10 deopiary seen ler thane to handle mocha.. rry.let dam(a meek The menu promos wpm nears mar all prow the loilbwmg scordue to poscy and ohmmeter of dregated au-chasing aumonty to the r0vaual I Step 1 RFO Whenever the propel,e not•pared by slate or federal law to be mbnnahn 01 department (Woe.ereug h as OBS Procedure outtned above.tee,sear ang Best Value ORS po.m may be used d as darer..me Beard of C«1ny Conmsswners Slept 1I Current bdaae b Etebye*may be recommended for Osdpae 01.041 the Dep.nnanl of Human of to recess is dente.10 Sip 1.raper Subee08n B.Ware Resew.21 Repot teal d dam PCad 2 S.o 2.RFP.The dew..head or Bee..Waal dad D10.•ae a RFP to each Amend APPENDS SL.Revved Bed Amount'ATTACHED of me ndedWalma on the aeon W.who shell he reported le attend a mandatory 3(Spa11a wan a ow.,servce representeve 010.01Oposd roseate The renew taw sat eft.d1 propel.eroding to me BE IT FURTHER ORDAINED by tee Bord and the Coe bee Baca be.and nereay Cnie•el Vended el Appends 5-R end shat interview the beast Odder 0 Depending on.matelot ease nary.0 PCre m on may meet to drum a graded b arrange foe d tn r 00am Code Pl.09 to opponent the Weld County m further a era her wnh the ,super. who a empowered b ads.to PCerd Cade with the amendments contained neon to cdrde with cNptere.elates. 3 Step 3.IMenviewlAwad II to low beldee'•pep..meet.the speercauem Aamml0.rsbr to madly to 1edrelea On an W,toes Y aM el the PCard. elms...ma to..and ereeb,na Al they 0010100 eau alnn said Code,and pemien in the RFP,the department head or abed a11001 sae recommend that b wave any...Wm.meaning lo g nplaaton grammar and numbeneerrpp or Inc Beard 01 County Converwo ie award ct b eta conve me tow Odder r1 thelow NOTE Alltaqueca Id nut 4.1405 el aatdne and•11805 0510.05 be made thrown placement or chapters.erodes.censers.senora,and woe«Irons in sad Co.. bgders proposal does not meet the ponlu0ne d the RFP,me 0panmenl head the P-Cab Admnlanator. or Bled.official shall intennew the nest low..Odder unhi the owes,tad that meets BE IT FURTHER ORDAINED by the Board 0 any seclbn.subs«0on.paragraph, pecreat Ohs,s dendad 8 Loot or mann cards Each P-Card holder is eeeremde ter the security 01 t4 a, sentence.Douse.orraee 011)1,a O'dnwce is ter anymeson hold Or deeded to oe h.r P-Card and any prnl0s made on the account Any 10510,stolen PCard must unconsitutrona,e1r demon ehal not step me vdaory o1 the rationale po01s 0 Approval at correct The results al the selectee proem,Includng to name Oa reported amnadetoly t0 the issuing bank and the P.Dar0 Aden...or hereof.The Beard 01 County C.mmasiners hereby decree Ihal 4 would have and address of the recommended firm or Ammon,and a Professional Seances enacted ma Ordnance in each and every seven,subseoten.paragraph,sentence Agreement,shall be present.to Ile Boom al Couny Commissroners for approval a Immediately Aar report re to customer 90rv00 le me isa0Tg bank,a PCard Calm,and phrase Mere.nrepective o e0 fact ihsl any one or more sections. d space.Board actin.No OBS-neg...retract shall be epprOvad except holder must inform the P-Card Admnerater.II is extremely n rmanl to am promptly wbaecdola.paragara,sentences,daises.o'phases might be dac.11d to DO through m,e prOus6. in the even)01 a last ce stolen PCerd le avod company lability for traudulenl bans.. unc0nsalutendl le.valid hone Sec.5-016g Product saMar0uabon. M mele'ha.atpeke0 nd.upmenl orchard by the Carry an be mandril sod to As whin a personal large card.the PCad holder web no lover be able to use the APPENDIX SL whenever on the Peet Merest el me County account number even metre tee bank of e lest or sodas cad A new card al. REQUIRED BD AMOUNT issued once era PCad aMwtwOalo is meted.am Om an,*hie ben(10)days Pursuant la Amos XIV.Section 14.9,Section 5 d me Wad County Ham Rub A On an as-needed base,a Corny 000 standard.cOThe pp.Y.esapahee by Charier nnen.sea ed tads eMa es 11len-day prod IP Coreadarn for evloge Belo.. eactihe d Ise Bold of 15001 Constant The purpose el the cram .p wet C Autbnt.prchases 5 PCMd Programs retarded ter...are.00 loo e.rare. M.bale fir•r red Ion.pred.ss n sxola d an....•al nneany by the be b.0.11 lhapng agent In cenducsw the standar...program and b ours.and other low-raw purchases needed Mng the course d business Bard d Cmn y Con ...hem by...rare Tewph air add,meermenl d aaadr.purchasing policy an the venors commonly held.mat rend themselves to These purchases may noble,but ere rid kneed*.the blbwsng. Ma Ailpppp0a11WW a va amount sef for lee yew 2015a 573.000,rawer,the arount 4 wse•dtat00 The main f-50 0004 loos or fel aroma fa a palter emergency earl n the case where a de- rmas al saner...,0are Defter 0015 through pnbly*'novae of fewer vnr I Omee supper and bans .ralron d*sear a mace by the Bead o1 Cony Cpmbsners met of marenats aol me setecun et moan•r tern ate best weed le,Covey 1e. 2 Boas am sub sopie. The momma Sec 54.120 Deposal 0l surplus property February 1st.2015 A Pm procedure shall be used tor dpo0iy at all $00,110 ned nate.,rap- 3.Computer steers.e.g.,darn. wore merit end mors weep,toe properly ca SronO Started W me a OtiCe 4.Travel-rotated expenses B All departments shall sorrel lo Ina Department Ot Accounting,.an annual bass. a nerd allowing owing stocks of o supplies. andes,marina d equepmenl.Kroh re ie no longs 6.Mtcel anrue them.. has used r whch h me arable worn out,on prepped.The Department of A«Ounsg.wish the appOve101 the Beard of County CA mminers.shall have me 6 Taming reglatralions authority to sell al ouch smokes,materials an the Board subs cannot be used by any old eocnt.g which have ben IO05 by Board no,t be required ter pubht O Unauvonted threes.and vendors The P-Card should MI be used for me lot- mad to 0anange d trade n sten slides n pan d dull payment for new noose bang sons le..Or WWII.of a erne,nature I moms ter lmoral use C Eeamated ea.n arriou.or emanated room.of twenty-five mouse.dollars Affidavit of Publication STATE OF COLORADO ss. Counts of Weld. I Desirea Larson of said County of Weld. being duly sworn, say that I am an advertising clerk of THE GREELEY TRIBUNE, Ithat the same is a daily newspaper of general circulation and printed and published in the City of Greeley, in said county and state;that the notice or advertisement, of which the annexed is a true copy, has been published in said daily newspaper for consecutive(clays): that the notice was published in the regular and entire issue of every number of said newspaper during the period and time of publication of said notice, and in the newspaper proper and not in a supplement thereof; that the first publication of said notice was contained in the Eighteenth day of February A.D. 2015 and the last publication thereof: in the issue of said newspaper bearing the date of the Eighteenth day of February A.D. 2015 that said The Greeley Tribune has been published continuously and uninterruptedly during the period of at least six months next prior to the first issue thereof contained said notice or advertisement above referred to; that said newspaper has been admitted to the United States mails as second-class matter under the provisions of the Act of March 3,1879, or any amendments thereof; and that said newspaper is a daily newspaper duly qualified for publishing legal notices and advertisements within the meaning of the laws of the State of Colorado. February 18,2015 Total Charges: $383.40 , uouu,L.:, Guam/1 18th day ofFebrua 201 My Commission Expires 2/14/2019 Notary Public 4;;66Alf JERILYN L. MARTINEZ NOTARY PUBLIC STATE OF COLORADO NOTARY ID 29074006708 MY COMMISSION EXPIRESFE9RUARY 14 2019 NOTICE OF '4•.106 b•a1p w,•ob..lot eeFa+•Y ury mdm•Go.'O.wort:IAN am puelnbiode rya r. FIRST READING OF ORDINANCE m•.Pn.n.mo uwm m parr•8060..x,coma cor,.',,,,e laowr.or .a :.....Iva.ow no,M.,Isom . rowan a I_W.Co.Haw R.0.4. n.,...2015-709. g • i.MCOIM W.5091.no•5•mr Odom r•.,00nmw•n.lw.brwm:„ono,. 0000.,0.-7,and ft.*a•.• '''.auar.... 0.F =e e......a:a mr.vNre�anr ....angle.° ew.nRS,.a.wlm.wrw r.wow•,one ecl.00.e 00,09 ....ma1,.w pans.�Wrq OW.ortsO , r s 5 u. ae��Orw.�..c Omo.lO.•rn•m.....•comea w �Mn..dra,.m.0 Wt. -7•4-70 .rya_ *01.^•.01.,50 11 1150050.09,aa.Y.Cdors.80530 50.an2.20,5 Go.....aratl.e•Ir•••,mr.l...jer nrr:o.L1..... 01010»."» �.' •. I ......'' 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The Capanmau al Humor Services shall etaore all needed professional services (825,000)or more Man be lomrelly advertised.sealed bids shall be taken,and the 2.Cash withdrawals. squired by the Department and as approved by the Bard of County Cammse.Oners. bids received shoe be suborned to the Board of County Commissioners for award. Procurement shall be conducted in accordance win the policy and procedures sot Sale by public auction may be used in lieu of seelaa bids.When public auction 3 Dues marketing. forth in Wei chapter endfar the requiremeMe of any grant.contract,or other landing a used.the Controller and department repreeentetivea may estedieh a minimum e:ur&nMb.AN nOngroteeaian al services,sus as furniture.office supplies,etc., gross amount prior to the auction.Sealed bids or pudic auction sh&I be used to the 4 As with any County purduse,the P-Card'a not to be teed lOr any product semce shall be purchased by the Department of Purchasing. maximum extent poss d°;however.estimated sales in temente of lass than twenty. or maroon'conaa0red being nappraa.ae to County funds. five thousand delve(825,000)shall be made by informal precedures calculated to Sec.5-4-140.Contracts for professional servkee or independent contractors edrieve maximum benefit t0 de County.Revenue received Iron said sales shall Failure to comply with the above gguiddees for eulhonzed purchases under the P- Intliviouab or cornea..hired to perform seakes.independent contract work,or raven to the appropriate bed. Card Program may reach in decpfnery edit.cancellation of card privdegea and provide goods or materials.awarded throuyr the fam01 bid process 1,525.000). possible terswr d...m...matMall enter into a contract approved by the County Attorney.The Director of 0.Transfer of Supplies.materials and equipment between depamnenls shell result General Services may waive the requirement for a earthed one cae-byrcoal b000. in a debit and credit to the accouvile of the departments involved,provided that the E.Reconcilement and payment.Unlike personal ea*cards,the P-Cord Program Contracts maybe required by the Director of General Servkea lot inlamal pumhwe deparbnena are within the eame land.The value of the items transferred shah be ts handed ass County liability.The P-Card holder's personal credl history hes not Ic825,000)an a case-by-case thee established by the Controller to the mutual satlafaction o1 the department heads been taken into account when a P-card hes been issued. nvdved.An evenlory camber slip shoe be tided out lip red by both depanmenl po A.Seledbn process heads and forwarded immediately to the Ds Penmen,of Ac nap. TIthe Pre Accounting-Card holder Deportment is for erect payment the underIcahis a narh month. and t 1.The selection of individuals or oonperuves to perform prdeesrotel tomcat work E Traveler oI supplies materials and equipment between departments in dsfaent l shall .Seleonn conducted'el ria vaerce0weapurchasing precedents deacnbea n the chap- lurid b ihe n a journal n nt of Accau beingvoid.from one(t)land for depose in the 2�i�P-Card E,p ttty of he P-Card holder.l,toimmn or upononcile me Satante&meenn may vary vin pad other by Department n Ig. Wenne carting sign on co-line. 2.If the needed service or matinee an a prattledby other vane sob t al F. r OOpp0ea,materials,o eCounty l stud P.add or 1cr t wee deposed of mists' torepp I ter proaee or o(tomr for quote will d made by tin ate tonent Verve afar approved of the Board of County Commissioner.a drop the Controller. a.Present el receipts- the receia wvelope to the i dedua responsible for Purchasing oey uYenl at tree via reaueahn9 tbPamnenL In the her n d e er g approval,0who0n will ebttrtmentH renew the statement,review recap and forward ewersthe Department of Purchasing will make the u termnb an that no other G.Nothing Contained herein shall be construed to prohibit the return of untied mate- to are Accounting Department 101 final review,interface Into the finance wabm end the vendor is av&lade or practical tor use by the County In Woes Oa..source. 'as,suppliesnd a yr equipment which are ali to the requirements of the County. fiing, the reason or reasons la epeuhing the sole source must be staled n the eon. Mater ob,o lies or equipment maybe returned with or without a restocking charge contract kr the record. it this method of disposal will result in a higher benefit to the County.All tole.. NOTE Use one(1)receipt envelope par P-Card holden.Pleats do not mix Pfsrd suedes,or equipment returned Shall be reported to the purchasing agent. holder receipt.. B.Contract Establishment H.In the went no bide are rec..sale. tar the sale of surplus properly.the Director of 3.The indivitlud reeponode for approve 01 he statement shah review end approve I.Department empollow r with designated contract management author.,for gee. General Services may negnaote a sale.Feel negotiated sale must be approved by all documents in vie P-Card Expense Reporting'hewn. and serwees Shell follow the procurement procedures.In tldl0an mm,the designated the Board d County Go ssianee. s dependent contract nag or represent..shell enter the contract into the be- 4.The P-Card balances replenished once per moth. tract management system for renew ant epprop iate sign...The following are Sec 5-4-180.Payments. generalty required A.All hills pie by the County are paid through the Accounting System and fall into F.Receipt retention.All receipts la goods and services purchased must be kept.For oh one(t)el the bllowbg categories, orders placed via done,lax or moil,aa receipt must be reouested detailing merchen- a.Review and cadnaton with the County AMrney to develop the contract which dine price,begh.etc.,and be included oath the goofs marled or shipped A P-Card ensures proper li dOty inderna.tion and insurance easements are incorporated. 1.Direct pay s e payment generated without ey a rnvene led Arne.adder, haler should request a fax al the recap prior to the goods being shipped,to ensure Expenditures in this category de not have a requs0ice due to departmental spend- vial a receipt ill available for statement reeondliabon. b.Obtain contractor's legal representative apheare on contract wnkh Direct limits and ry can be used listed in Section sed..identified in Section 5-4-80. 4�.A 6&d other BaAen6Ma for NOTE:A merchant should rot reed the re quest e wince 2 ill a has pokey. c.Review end epprovel by Department Head. 2.Regular pay-payment with syetem'generabd purdasa order.Expenditures in G.Deputed or Ireud leot charges.111hare ie a drecrep0000 en the...Mee.n e d.Review and approval by the Decor of General Services. the category require a purchase order. Imperative that the WOOD a add seed immediately.Depending on the type of dis- crepancy.the P-Card ether must contact either the mer mtam or the bank to resolve e.Review and approval by Ow.of Finance and Ad inolrekon,or designee. 3.Procurement Card(P-Card)purchases using rehired aedl card win settlement at the deputed transaction. end of each month. I.CMrdinatlon with the Clerk to the Board so contract can be presented to the Board I.If the merchant has charged incorrectly,ar there is an out&Bndng quality Or service toe foal approval. B.Upon approval of the Condoler,Director of Rname and Administration or the ,the P-Cad holder mie het contact the merchant end fry n resolve 1he error o Director of General Services,an agendOure without a requl son end purchasee ads problem.If able to do so and the error resulted n en overcharge.a cr old adjustment 2.Depart t doyeoa with conned maagement authority shag ensure the apps may be paid ff..,n s or her opinbn.circumstance,warrant payment. Iran the merchant should be requested and will appear on the next statement plate certificate of insurance and bonding docunentabon is secured prior to perm'. tog work lobe pedarmed.II posside.this documentation shell accompany the con- G.No demand for money against the County shall be approved,allowed.audited, 2.P the merchant aerates that an ejuetment is necessary,Immediately contact tract presented for Board approve.If not possible to accompany contract.the deco or paid unless it shall be in writing,dated,and sufficiently itemized to identify the the bank.The bank will re00001 Mngble detail of the depua in wnbng in order meets shall be provided to the purchasing agents for enduai.n into record keeping. expandhra. to research the item a emotion_The details of the deputed wansacban should be manned on Weld County letterhead.on Ina Bank Dispute Fenn available in the C.Approval Process: D.The Original copy of the invoke sisal be scanned and saved by the Department of Accounting Department or in the dispute edreen available on-Ina. Aaaunbrg.Once the nvoca re scanned.the originating department will process the I.Sate stetua4 and Sedbn 3.B1a))m)of the raed yyWad Coney Home Rule Charter payment. 3.The bank must receive any Cha depute whin&sly(B0)days d the wareachon tlsigned by Il congests must be the Chau of the Board n order(c be.50 the 0.Unless Wham.alto- E App opitate ah-line approvals for the Accounting System mud be competed with amount at the l)of County Cornaseoners data While isp ted I sadubon is p bank wtll credit the County a account tor the need,prior to considerebon lot approval by the Board ul County COmmiesionere,the the DepaMam Of AGCouneng he.ng final approve on all payments.After operovab connect she.be approved by the County Attorney,the Deparepent Head angina- are complete.the warrant cote be printed and mailed out win apemen.remittance a Although the bank acts as the arbinalO in any locate.a P-Card holder should wig the contract,the Director of General Serviw and the Director d Finance and documents. never assume Mel a dspute will be marked in his or her favor. n15trabon.or dewpne. Sec.5-4-100.Purchasing Card(P-Cord)Program, 4 If the depute le not meshed sabalavrad(y and a P-Card holder believes the dee 2.Appr 10 IM Bond d County Commissioners shall Poe.the procedures By Readuaon$2.5-1810 d the Board of County Commissanera,approved and chant has unfairly forested him or her,the,Card Adnnslrelor aduld be 00lrfied wnh descnbed�n Section 21-40 ill die Coda eeohoo June t,2005,the following policy and procetluree were adepred for the the relevant details.Further action may he taken as deemed appropriate. Purdhe&vg Cad(P-Card)Program. 0.Modifications to contracts.Every contract flange order.rename],term modtea- 5.My fraudulent charge,r. ,a charge appeanng which was not authorized by the fan,or price adlustment(n euesa of the aided contract amount)must be approved. A.Purpose.The parpw.e1 the P-Card Program is to etreanikre and simplify the card heeler,must te reported ermeda eby In the bank.Prompt reporting a any purchasing and ayTn.m process for County transactions.The goal of the program is such charge will help la protect the County loom ability.A Dedarenon of Forgery or 1.MWloatioa under twenty-five thousand dollars($25.000)(cumulative)to service as follows. Unauthorized Use Form is 0vai10ble in the Accounting Department to facilitate note.- contracts am be approved by the deardnenl head or designee,Of elected official. bon el any such transactions. Modhatwns over lwenhy-five thousand dollars 1525.000)(cumuaave)a service tom 1.To srmdM the reimbursement proms. trees must be approved by the Bard of County Commiesoners. H Saba and use ax Merchants are required by tax authonrliu to inchde the app& 2.To amines the bmeCaauea g bank record process. cede sales or use tax et the time al purchase unless the entity,such a5 the County, 2.Modfica000s Including but nol tinted to,change orders.term modarcetiona or is exempt.All purchases for the County are ax exempt and SALES TAX SHOULD ce od priNa^ents tin excess el the original domed amount)to capital improvement 3.Ta reduce or mean.read-pocket expenses NOT BE PAID.A card oath the County ax exempt ID number tell be gven to each construction°entrees,meal be approved be the Board el County Commissioners. P-Card ndder.II a Weld County 17-Card s used and the tax exempt ID number is 4.To provide P-Card holders with empowerment to chase. provided the merchant should not charge sales tax.Nola.The ie an exemption from a.The Char of the Beard is authorized la enter into and&g,contracts end agree- Colored,Sales lax Online or our-afybte vnndoe may not honor the soma.. marls lee ail change orders to animas to construction proleds d up to five pedant B General guidelines (5%)al the epee'contact amount,not to exceed twenty fire thou..dollars I.a the PCerd holder make.a purchase and sales fox s charged(except on meals), ($2a0,000)(oumuabve). 1.PCad users must comply with al other eppiceble sections of thie Purchasing the P-Card holder as to responable for payment of the sales ax or gelling a rotund Palcy.Including,but al Sneed ed n,Secaon 54-bo of this Article.regarding the need Iran,Ine merchant.The County will NOT pay any sales ax. E.Term of Contract.When a rs in the best interest of the County,WOO.OM be to obtain bids one rake.-year basis with renewals at the open 01 the County and approval by the 2.Questions regarding this policy and any ether questions concerning too issues Board d County Commissioners 2 Card rsauence.Each PCad holder will be required to complete a P-Card holder should be addressed le the P-Card Administrator. agreement By signingmm agreement.the P-Card holder has speed to adhere to the F.Contract bmaenanmron.Department Heads((and aided officio.are responsible Buldelin.established this Section.A sample a and of the cardholder agreement avail- Sec.5-4-200.Audit a Enforcement responsibilities. for d the requirement.and apedces lions of e0 contracts with then able In the Accounting Department. A.The responsibility for purchasing policy resides veth the Iolloreng. Dearbmenl. a.Each P-Card caller is the only aeon ambled to use a card.The card is not to be I.Department Needs will: Sec.5+150.Oualdiacon-cased sebdnn ptaeos for proleeaoeel services. used for personal use. A.Appboabillry.The gualifiraambaed selection(OBS)process must be used when- a.Review and abate Requ.N.requ.SB. ever required by ante or federal law.Appendix 5-P provides 0060onal gear. 0.Sao each P-Card is linked la a specific number and indvidual ardh..a, the card cannot be transferred from ono PCerd hdder to another b.Ensure lurdrng is available in budge pier to instating Requite.requests. B.OBS ptocadlre. c.Upon receipt of the P-Card,the PCerd holder meal activate the account by calling 0.Ensure the rules of the procurement process are being Wowed by atef. I St Steel F .A Regain eg for �lsf do CRFOT shall be lave deed by Ito r the loll-Ira number printed on the card.For verification purposes,the P-Card balder g outlining general prge°requirements end propose) de- MI be asked to provide his on her unpue identification number. S.Make purchase.in the beat interest of the County. Ines. 1)Although the card is belled in the P-Card holder's name,his or her personal credo 2.Director 01 General Service.will. e.Tile RFO may te advertised at the time that a project need arises or oar to any history curl at effect the ability to atarn a card. project need arieing.li the RFD re not quet-Weidl,the RFO shall be o eable Ensure Nba d me procurement process reflect current practices end are being annually,n order to create a shod let of galRed rrdsviduas or hone that are able O.The Canty is reaponsOs for payment of all purchases followed by staff to provide preleesonal service.Nothing in as Seckon uecludes the County Iron ...keg guabf bons endor vendors as allowed m Section 54-80 of this Ankle. Account maintenance.To change any information gleaming an account,such as b.Ensure quotes are recorded/leaned for review. e- o email address speriae aaounting cape,,5 a P-Card holder must contact the P-Card b.Indrvduas or hone responding to the RFO mall submit a omen of interest to d Administrator a coda.appropriate documentation. C Review purchase orders. he Department el Purchased by a designated date.Such statements shall address the categodee provided in Appendix 5-0. a.Card usage.The P-Card can be need at any mediae that accepts Visa,except d Review any increases to purchase orders Is allure any change coders MIOw the as the County otherwise(Peds.II may be used ler amerce purchases,as well as procurement process. c.The department Need or Netted official snail deepest a review learn which shall phone,las or mail orders.There is via special'ermined or equipment needed by the review the indiwthels/firms based upon heir selemnte of interest according to the merchant to process a P-Card tranacton. 3.Controller will: criteria a provided in Appendix 5-0.The Director of General Services,or his or her des. hall p rkpie on every review team.The mvew team Shall create a shorty a.When offing the P-Gard,rnbnn to the merchant net send en Invoice Accounts a Review Purchasing Card bransacMna to verily that policy a being followed let lei of than(3)to live(51 rndivrdualeRlmW. Payable,sir this may reau0 in a duplicate payment. b.Venn funding a present in budget dung requisition process. 2.Step 2:RFPposal)cos.The department head or elected official shall provide a b.Far phone,las end mad orders.the merchant should'end a d,soh.king list Request tar Proposal IRFP)b each d the indddealefienes on the Mon GN,who shell only.The rea ptladrng list should indlraa-saes by credo card;wdh the PCerd c Verily funding is present in budget for purchase order increases. be required to wend a mandatory prepraposal l meeting.The review team shall inter- holders name fisted in the"ship IO-field The receiprpadting lie needs to be turned view as ndva en ualpfInns responding to the RFP d shall rank each proposal accord In with all other receipts for the month to me approver, 4.Director of Finana and Admnls'retion coif review expenders,.In neaten to bod- ing to the criteria provided n Appends 5-S. sad amount. 5.Lineal.and lie purls.Each PCerd ha restrictions and Lmistnns that are 3:3.Step New... In line with established purchasing pole y.Mbdfiatione to any IimMton or roaricfion B.County employees at all laves are responsible for adherence no Al sections at the can onty be made by the P-Card Administrator procurement policy.Exempts of improper use of purchasing authority include. a.The department h elected Official.or he or her designee,shah in negotiate geed faith eeh wth and a the Nghec ranked firma company n order to come re agreement on a 9i tMacdot and monthly dollar limits are Paced an each P-Card.Purchase I SIn ddg or caning a large purchase into two or more smaller orders in order to ea aspects a the contract,inducing total contract pace. shroud not be spit to avoid the angle densactione ht. avoid bd fequsremnte. b.If no agreement can be nude with the highest ranked company or firm,the depart- b.The P-Card Program also eaows for merchant category docking ltd anicusr 2.Chad d eleresi and/or pod ethical endue. neln head or elected official,or Na or her desiphee.may atop negotiations and begin merchant category a blocked(e.9..jewelry stores)and an attempt is made to use a negotiations with the next highest ranked firm o company.This process may be P-Card et sin merlon,the pui esae wall be declined The County bee made an 3.Not processing a assns rusheing the Requiems.to Purchase Order proems. repeated as maybe necessary.II agobatnn is not successful with any of the ranked eflod to ensure that the vendee and suppliers used during the normal course el busi- npaies or limns,the dearfnant head or elacted official may begin the OBS pro- noes ere not restr.ted.II a P-Card is refused at a merchant,which is believed to be 4 Improper.meleadmp.or daaPbve use of Ole Sole Source Justification or ad case over or may begin the negotiation prams over. epproerste,contact the P-Card Administrator el the Accounted Department Documentation. C.Best Vale OBS Procedure, c.Automated customer service aaslance a 0001850 IwenMfour(20)hours per day. a Individuals will be subject to disciplinary aceon for faene to hands purchases sevm(7)days a week.The menu prompts with options the wilt provide the'allowing according to policy and eSnrnOMn of dolegated puiMming aurally for the individual 1.Sap 1:RFO.Whenever the propel sal required by stete or le.ersl law to be information. or department. ',roared through the OBS Procedure outlined above,the Idlowrrg Beal Value OBS process may be used al the discretion of the Bard of County Commissioners,Step I 1)Current balance. b Employee may be recommended for deepens through the Department of Roman el eta process is l an0W I to Step t under Subsection B.above. Resources. .Step 2:RFP.The 2)Rayon lost or Mien P.Card. 2 Oepsment head a elected official shall proorde a RFP to oath Amend APPENDIX 5-1,Required Bid Mauro-ATTACHED of the ndviduale/hrms on the abed list.who Mall be required to attend a mandatory 3)Speak with a customer sera repesMatrve. preyuoPesel meeting The review team shall renew all proposes aanrdng to Ito BE IT FURTHER ORDAINED by the Board Met 7e Clark to the Board be,and hereby daps provided in Appends 5-0 and stall interview the lowest bidder. a.Depending on Ili resua 0f each inquiry.a P-Cord holder may want to decals directed to arrange for Colorado Coda Pubnanng to supplement the Weld County the issue lusher with the upervisar,who a empowered to advise the PCad Code girth the amendment'contained herein,to coincide with chapters,articles, 3.Slap 3:lee Mew/Award.it the low bidders proposal meets the Notifications Administrator to noddy the restrccons on an employees use of the P-Cad, dnaons,sections.and subsection as they cautery exist within see Code,and deeded In to RFP,the department head or elected official shah recommend that to resolve any nansstennes regarding eaplalioMon,gamma,and numbering or the Board mo of County Cemaonere award the contract l0 the low bidder II the Low NOTE:All rtqueaa for changes in kmatxsns and reelections mail be made through placement of chapters,anises,,dmeene,sections,and subsections in 00id Code. bidders proposal does nol meal the specifications 01 the RFP,the department had the P-Card Administrator, or elected official shall sitamaw the next ley..Nader unto the lowest old that meets BE IT FURTHER ORDAINED by the Board d any sector,subsecnoe,aregaph, apecidkatione s identified. S.Lost or Nola card.Each P-Card holder IS responsible for the security of his or sentence.Clause,or phrase of t s Ordinance s for any held or deeded to be her P-Card and any purchases made on The account.Any lost or stolen P-Card mutt unconstitutional,such decision shall not seed the validity of the remaining portions d.n tract Approval ra:t The result'of the selection proem nh,Inducing the name be reported mredately to the issuing bank and the P-Card Administrator. hareole The Board oI County Commissioners hereby decides that it would have and address of the recommended time or avian,and a Prolesaonal Sornces enacted this Ordnonre in each and every semen,subaecban.paragraph,sentence, Agreement Mall he preaovlod to the Board of County Commisnnere for approval a.Immediately step reanmg l0°a tomer service el the issuing bank,a P-Card clause.and phrase there l irrespaccoe of the lac(that any one or more eecti 00, and&pacific Board action No OBS-negotiated contract shall be approved except holder must inform the P-Card Adrriniarator.It is extremely' portent to act promptly uoaecbdre,paragraphs.sentences.crow.,Or phrases might be declared to be through ems process. In the event al a lost or Melee PC company to avoid m liahny fa Iraudulent trans.- unconstitutional or eyelid. bona. Sec.5.4-180.Product standerorvation. All maters,aheel supplies and equipment purchased by the County cosh be standardized b.o oath a personal charge cad.the P-Card holder MN no longer be able to use the APPENDIX 5-L whenever in the beet snores'of the County. I number afa notifying the bank of a lost or stolen card.A new card veil be REQUIRED BID AMOUNT issued once the P.C.administrator a allied with delivery wrnin ten 00)aye. Pursuant to Article XIV,Section 14-0,Section 5 d the Weld County Home Rue A.On an as-ended basis,a County olan aroe comm0la will be established by Charter,written,need bids and a ten-day pedeo la M amount an d investigation directive d the Spare of Can ne County Caka&oners The purposed the committee will C.Authorized pumhases.The PCerd Programs m intended for sM call enance,re , of vie bide are required for purchases n excess d an amount eel annually by the be to aid the aadaeng agent in conducting the Blanderd that program and to operationpa and other low-cabs purchases needed during the coursed business Bard of County Commissioners by ordnar.Through repeal and reeeaJment d esabla t prech i g policy In the venous comad'y fields dal lend themselves to These purchases my ndude.foul are not Ignited lit.Me foaovnng, this Appends,the amount set tor the year 2015 s 825.000,however.the s.re 5 A sten trio 01 ebh The ton 8150,000.001Of ll contras la a dme.emergency event in the case where e dec- benens 01 eenardie i ion are beta IM..through quantity at sues o1 fewer van- 1.Office supdlaa and forma Oration d d Wta s made by the Board a1 County Commissioners. ekes of matenaa end the selection of materials wT h are beat suited lot County use. 2.Books and subeknpnre. The Tfibune Sec.5.4-170.Deposal of surplus properly. February 18 Feba 18,2015 A.Ths procedure shah be used for deposing ol all CaumNawad materiel,egap- 3.Computer supplies e.g.,diskettes. mem and supplies except toe property seized by the Sheriffs Of.. 4.Travel-reeled expenses. B.All departments shall submit to the Department cl Accounting,on an annual basis. a e t pon showing stocks of all supplies,meter..and equipment which 0 no woe 5.Msaleaoua tees. used or which has became obsolete,won out,a scrapped. et The Depanne al Accounting,with the approval of the Board of Caunly Commissioners shell have the 8.Training registrations. authority to soh as such supplies,maanas and equipment which cannot be used by any department.en when have been rune by the Board not to bewared nor public D.Uneotonzed pnMasea and venders.The P-Card should a1 be used for the lob we,or 10 exchange or trade in such anodes in part or full paymel for new supplies. token ate.. materiels or equipment of a smiler nature. 1.Item for personal 050. C.Eatimled sales in amounts or...mated amour..of twetly-five leouaend alas Hello