Agenda 1/26-1/27/17 Planning Retreat

Home Browse Search

10 The Purchasing Agent's responsibilities to salespersons and vendors are to: • Encourage good County/vendor relations. • Encourage businesses located within the County to participate in the County's purchasing policy, by notifying all known in -County vendors of opportunities to bid. • Conduct business with vendors in a professional manner that promotes honesty and fairness. • Accept, and in some cases require samples from vendors to be used for testing. A fair trial shall be given all samples and the outcome of the test shall be presented to the vendor, in general terms. • Make every effort to be available for appointments during normal business hours. • Arrange interviews between salespersons and department heads when requested. • Write all correspondence to salespersons and vendors, except when technical details can be better written by the department. • Keep on file vendor information, catalogs, samples, price quotes, etc. to be used by all departments. The salesperson's responsibilities to Lee County are to: • Understand the needs of Lee County and to try to find the right product at the right price, quality, and quantity that benefits the County as a whole. • Conduct themselves in a professional manner: being honest about the supplies and products they represent. Honor purchase orders generated as a result of providing price quotes on specified items and quantities. Purchasing Methods Petty Cash Purpose: To reimburse an employee for small incidental purchases. Appropriate use of Petty Cash: Petty cash funds may be used for small incidental nonrecurring cash purchases that do not exceed $30. The use of petty cash should not be considered as a substitute for regular purchasing procedures. Request for Payment Purpose: To request a check for payment when an invoice is not issued. Appropriate use of Request for Payment: Occasionally, a check is needed when there is no invoice. These incidents include, but are not limited to: 1. An employee request for reimbursement for out of pocket expense. 2. Vendors requiring payment in advance. 3. Mail in catalog orders requiring pre -payment. When the Request for Payment form is used, a cash receipt, a written quote, or a copy of the catalog order must be submitted as support documentation. Procurement Card The procurement card program is available to all departments. This method of purchase is for obtaining low cost supply and service items. The department head must request and authorize an employee's participation. All procurement cards are issued in the participating employee's name. Procurement cards are only for official County business. Employees are responsible for the reconciliation of the monthly statement and submittal of detailed receipts. Please refer to the Lee IL County Procurement Card Policy for the full details of the program. Lee County Purchasing and Contracting Policy Page 5 Amended October 19, 2009