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.