7-23-18 Regular Meeting - Laserfiche WebLink

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Purchases and/or Services that do not require a purchase order The following purchases do not require a purchase order due to the nature of the transaction; however, they do require that the departments (1) ensure that there is an appropriation authorizing the obligation and (2) ensure that an unencumbered balance remains in the appropriation sufficient to pay the sums obligated by the transaction. Annual dues Postage permits and expenses Board appropriations paid monthly and Refunds quarterly Rental of buildings Claim payments Social Services Allocated Programs Courier service Subscriptions Insurance premiums Travel expenses Medical examiner fees Tuition fees for educational purposes Memberships Utilities Land Purchases Petty cash-replenishment of funds Definition Of Responsibilities The Assistant Finance Director(designated as Purchasing Agent) responsibilities: • To facilitate the involvement of local vendors in the County's purchasing policy. • To ensure impartial judgments in the selection of vendors which are based on product quality, price,warranty,and performance and vendor delivery,service, and performance. • To comply with all County purchasing procedures and North Carolina General Statutes covering procurement and disposal. • To assist with formal bid packets and quotation requests. • To manage the formal bid process, including advertising for bids, notifying vendors, accepting bid proposals, opening bids, tabulating bids, and serving as the primary resource for questions from vendors. • To review purchase requisitions. • To maintain adequate purchasing records, including a database of vendors established in an accessible vendor file. • Upon request, to assist departments in locating the best source for supplies, materials, and equipment. • To assist departments in conducting negotiations with vendors concerning prices, bids, terms, deliveries,and adjustments. • To maintain a central file of contracts. • To assist departments with the informal bid process. Lee County Purchasing and Contracting Policy Page 4 Amended July 23, 2018