7-23-18 Regular Meeting - Laserfiche WebLink

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The Finance Officer responsibilities: Under the Local Government Budget and Fiscal Control Act, all contractual obligations must be supported by an appropriation that authorizes the expenditure. As required by General Statute 159-28(a), the Finance Officer will pre-audit all obligations of funds and execute the pre-audit certification. Department and employee responsibilities: • It is the responsibility of each department to requisition goods and services in such a way as to allow time for competitive bidding,ordering,and delivery of materials.Exceptions shall be made only on rare occasions,when a true emergency exists. • The department must obtain a completed W-9 (Request for Taxpayer Identification and Certification) from the vendor before an invoice or purchase order can be processed. • It is the responsibility of the department head or his designee, in consultation with the Purchasing Agent,to obtain these goods based upon competitive bids and to give consideration to product price,value, quality, performance, and delivery. • While the department head may delegate minor purchases to employees, he/she is still responsible for ensuring such purchases are made according to the provisions of this policy. • No department head or employee is authorized to make any commitment to any salesperson or firm that will bind the County in any way. During meetings with salespersons, no employee shall make any indication that he/she will recommend a particular product for purchase. • It is the responsibility of all Lee County employees to comply with all rules and regulations set forth herein.As directed by the County Manager,any employee deliberately violating the policy regarding unauthorized purchases shall be held personally accountable for the purchases. Violation of the purchasing policy may result in disciplinary action, up to and including dismissal. 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 to 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 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. Lee County Purchasing and Contracting Policy Page 5 Amended July 23, 2018