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FUNCTIONS OF
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RESPONSIBILITIES
OF THE PURCHASING OFFICE SHALL INCLUDE THE PURCHASE, STORAGE AND DISTRIBUTION
OF SUPPLIES, MATERIALS, PROPERTY, EQUIPMENT AND INVENTORY PURSUANT TO
POLICIES AND PROCEDURES ESTABLISHED BY THE THE
POLICY OF THE CENTRAL PURCHASING OFFICE 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 PURCHASES MUST BE MADE WITH THE PRIOR
APPROVAL (SUFFICIENT APPROPRIATIONS) OF THE PURCHASING OFFICE. WHILE ESTABLISHING AND MAINTAINING
SATISFACTORY SUPPLIER RELATIONSHIPS, THE ACCEPTANCE OR SOLICITATION OF
ENTERTAINMENT, LOANS GIFTS,
OR SPECIAL CONSIDERATIONS BY ANY PURCHASING
DEPT RELATIONSHIP THE RELATIONSHIP BETWEEN THE PURCHASER AND THE SELLER IS ONE OF MUTUALITY. NO CONTRACT THAT PROVIDES UNSATISFACTORY TO VENDOR CAN BE REGARDED AS TOTALLY SATISFACTORY TO THE BUYER. IT IS THE RESPONSIBILITY OF THE PURCHASING DEPARTMENT TO ESTABLISH A RELATIONSHIP OF MUTUAL CONFIDENCE AND SATISFACTION BETWEEN THE COUNTY AND ITS SUPPLIERS. BIDS
AND QUOTATIONS THE
THE
PURCHASING DIRECTOR HAS THE AUTHORIZATION TO SCHEDULE A PRE-BID CONFERENCE TO
DISCUSS THE PROJECT OR SERVICE WITH PERSPECTIVE BIDDERS. THIS PRE-BID CONFERENCE SHALL BE HELD AT
THE DISCRETION OF THE VENDOR'S
BID LIST THE
PURCHASING DEPARTMENT SHALL MAINTAIN A VENDOR'S BID LIST. INVITATIONS TO BID SHALL BE MAILED TO ALL
APPROPRIATE VENDORS ON THE BID LIST.
THE PURCHASING DEPARTMENT SHALL ADVERTISE ANNUALLY IN THE WHEN BIDS ARE RECEIVED, THE PURCHASING DIRECTOR SHALL ESTABLISH A CONTROL SHEET FOR EACH PROJECT. THE CONTROL SHEET SHALL BE USED TO EVALUATE EACH AND EVERY BID RECEIVED FOR THAT SPECIFIC PROJECT. AFTER
ALL BIDS ARE REVIEWED THE DEPARTMENT HEADS, PURCHASING OFFICE OR OTHER PERSON
DEEMED APPROPRIATE BY THE QUOTATIONS/INFORMAL
BIDS: ON PURCHASES OF GOODS OR EQUIPMENT THE PURCHASING OFFICE SHALL REQUEST QUOTATIONS FROM THREE OR MORE VENDORS, OR MORE, IF POSSIBLE, AND SHALL PURCHASE AT THE LOWEST PRICE AND BEST QUOTATIONS. THE COUNTY SHALL RESERVE THE RIGHT TO REJECT ANY AND ALL BIDS. STATE
CONTRACTS/GOVERNMENT CONTRACTS THE
PURCHASING DIRECTOR SHALL MAKE ARRANGEMENTS TO MAKE PURCHASES IN CONJUNCTION
WITH OTHER STATE AGENCIES. THE PURCHASING DIRECTOR SHALL MAINTAIN A FILE OF
STATE CONTRACTS THROUGH WHICH THE COUNTY MAY MAKE PURCHASES. ALL CURRENT SUBSCRIPTION TO STATE CONTRACTS
SHALL BE AVAILABLE TO LEASE AND LEASE PURCHASES: PRIOR
APPROVAL MUST BE OBTAINED FROM THE PURCHASING DIRECTOR BEFORE ENTERING INTO
OR BIDDING FOR LEASES AND LEASE PURCHASES IN ANY AMOUNT. LEASING AND LEASE PURCHASING ARE METHODS BY
WHICH THE LEASES
AND LEASE PURCHASES ARE SUBJECT TO ANNUAL FUNDING AUTHORITY OF THE PAYMENT
OF INVOICES: ALL
INVOICES PAID BY 1) EXPENDITURES NOT REQUIRING A PURCHASE ORDER PRIOR TO PURCHASE 2) EXPENDITURES REQUIRING A PURCHASE ORDER NO MATTER WHAT THE CATEGORY, NO DEMAND FOR MONEY AGAINST THE COUNTY SHALL BE APPROVED, ALLOWED. AUDITED, OR PAID UNLESS IT SHALL BE IN WRITING, DATED, AND SUFFICIENTLY ITEMIZED AND DOCUMENTED TO IDENTIFY THE EXPENDITURE. A SMOOTH FLOW OF PURCHASE ORDERS AND INVOICES MUST BE ACCOMPLISHED FOR THE SYSTEM TO WORK QUICKLY AND EFFICIENTLY. ELECTED OFFICIALS AND DEPARTMENT HEADS CAN ASSIST BY GIVING PURCHASING AS MUCH TIME AS POSSIBLE TO COMPLETE AN ORDER. THE
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