Pur­chas­ing pol­icy to go be­fore BOC

The Covington News - - NEWS - BRYAN FAZIO bfazio@cov­news.com

The New­ton County Pur­chas­ing Pol­icy com­mit­tee has fin­ished its work on a pur­chas­ing pol­icy and pro­ce­dures doc­u­ment that it will rep­re­sent to the board of com­mis­sion­ers.

On Wed­nes­day the com­mit­tee, con­sist­ing of Com­mis­sion­ers Le­vie Mad­dox and Nancy Schulz, County Man­ager Harry Owens, Fi­nance Di­rec­tor Michelle Kelly, Pur­chas­ing Co­or­di­na­tor Mary Ann Pat­ter­son, Tom West, Sarah Dauby and Ju­nior Hil­liard, made the fi­nal tweaks to the doc­u­ment be­fore fin­ish­ing their charge.

The draft of the doc­u­ment will go be­fore the Board of Com­mis­sion­ers dur­ing a pro­posed work ses­sion on Au­gust 18.

Among the changes fi­nal­ized for the pol­icy draft, the com­mit­tee fo­cused, Wed­nes­day, on the pur­chas­ing sec­tion.

Some of the changes were in­creas­ing the lev­els of pay re­quired for pur­chas­ing cap­i­tal goods and sup­plies and con­tract­ing ser­vices.

For pur­chases of cap­i­tal goods and sup­plies that mul­ti­ple quotes are rec­om­mended but not re­quired the amount will go from $2,500 to $5,000 if the pol­icy is adopted.

For pur­chases that de­part­ments are re­quired to ob­tain at least three com­pet­i­tive writ­ten quotes the cost is rec­om­mended to be raised from be­tween $2,500.01 to $9,999.99 to $5,000.01 to $24,999.

For the re­quire­ment of at least three writ­ten quotes, the need for req­ui­si­tions to be sub­mit­ted to ad­min­is­tra­tive ser­vices and all pur­chases, if not for an ap­proved, bud­geted item, go to the Board of Com­mis­sion­ers for ap­proval was rec­om­mended to be moved from be­tween $10,000 and $25,000.01 to $25,000 to $49,999.99.

For pur­chases $50,000 and over, sealed bids or pro­pos­als are so­licited, ad­min­is­tra­tive ser­vice, in con­junc­tion with depart­ment heads shall re­view and all awards shall be made by the BOC.

Sim­i­lar changes were rec­om­mended for con­tract­ing ser­vices, in­clud­ing a change from $2,500 to $5,000 and less re­quir­ing rec­om­men­da­tion of mul­ti­ple quotes and in­voices sub­mit­ted.

Con­tracted ser­vices pre­vi­ous rang­ing from $2,500.01 to $4,999.99 needed de­part­ments to ob­tain at least three com­pet­i­tive writ­ten quotes, req­ui­si­tions to be sub­mit­ted to ad­min­is­tra­tive ser­vices and a pur­chase or­der to be gen­er­ated by ad­min­is­tra­tive ser­vices and ap­proved by the chair­man for trans­porta­tion depart­ment pur­chases. That num­ber is now rec­om­mended to be from $5,000 to $24,999.99

Un­der the new pol­icy, con­tracted ser­vices rang­ing from $25,000 to $49,999.99 need a re­quest for pro­posal bid, ad­min­is­tra­tive ser­vices re­view and the award must be given by the BOC. Pre­vi­ously that cost was $5,000 and up.

The com­mit­tee also de­ter­mined that it would dis­cussed the pro­posed doc­u­ment with the con­sti­tu­tional of­fi­cers, with Mad­dox show­ing it to each one.

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