§ 2-166. Bid and purchase procedures.

The following procedures will be in effect for all departments and agencies that are funded by the board of commissioners:

(1)

Any expenditures, other than for normal supplies, must be approved by the board of commissioners.

(2)

Expenditures for items that were approved in the department or agency budget by the board of commissioners shall be made as follows:

a.

A request for a purchase order must be submitted.

b.

The board of commissioners will make the decision on whether to authorize the purchase. The department making the request will be contacted.

c.

The board of commissioners will, if the request is approved, make the decision on whether the purchase procedure is to be by bid or otherwise.

(3)

Expenditures for items not included in the department or agency budget as approved by the board of commissioners shall be made as follows:

a.

A request for budget amendment must be submitted to the board of commissioners, along with written justification.

b.

The board of commissioners will take action on the request after discussion with the department or agency making the request.

c.

The board of commissioners will, if the request is approved, make the decision on whether the purchase procedure is to be by bid or otherwise.

(4)

The board of commissioners will notify the department or agency of its decision within 30 days after a request is submitted.

(5)

For any purchase by department or agency staff, sales invoices must be signed.

(6)

General supplies that are available or that can be purchased from the stock of the board of commissioners, the state correctional institute or the department of administrative services must be ordered through the office of the board of commissioners.

(7)

All requests for purchase orders, other than by the maintenance shop and road department, will be made to the county administrator.

(8)

On any item for which bids are invited, specifications will be used so that no supplier is eliminated if at all possible. Bidding by telephone is not acceptable.

(9)

All bids are to be submitted to the office of the board of commissioners and opened by the board of commissioners unless the commissioners authorize another person to open bids. All bids will be tabulated for accuracy and recorded in the minutes.

(10)

An advertisement for bids will be placed in the county legal organ if the board of commissioners feel that public awareness will affect bidder response.

(11)

A minimum of ten days shall be allowed for bidder response.

(12)

Any advertisement for bids shall state that the board of commissioners reserves the right to reject any or all bids.

(Code 1992, § 2-76)