Greenlee County

In accordance with ARS 11-254.01(c), the Greenlee County Board of Supervisors adopted the following Purchasing Policy effective July 17, 2000: (amended April 20, 2004)

1. Supplies/Materials/Equipment/Furniture/Services: $1.00 to $500.00
   1. MUST have prior approval from Department Head/Elected Official.
   2. MUST be a budgeted line item.
   3. Purchase orders are not required. Some vendors require purchase orders on all items. Utilization of purchase orders up to the amount of $500 will be at the discretion of the vendor or the department head.
   4. Submit invoice with the demand to the Board of Supervisor?s Office in a timely manner and in accordance with the demand schedule.
2. Supplies/Materials/Equipment/Furniture/Services: $500.00 to $1,000.00
   1. MUST have PRIOR approval of the County Administrator.
   2. MUST be a budgeted line item.
   3. Purchase order is required. Oral quotes are required. Department will on its own solicit, at a minimum, three (3) documented competitive telephone quotes. Documentation must be included on the purchase order.
   4. Submit invoice with demand (including the purchase order) to the Board of Supervisor?s Office in a timely manner and in accordance with the demand schedule.
3. Supplies/Materials/Equipment/Furniture/Services: $1,000.01 to $3,000.00
   1. MUST have PRIOR approval of the Board of Supervisors.
   2. Purchase order is required. Oral quotes are required. Department will on its own solicit, at a minimum, three (3) documented competitive telephone quotes. Documentation must be included on the purchase order.
   3. Submit invoice with demand (including the purchase order) to the Board of Supervisor?s Office in a timely manner and in accordance with the demand schedule.
4. Supplies/Materials/Equipment/Furniture/Services: $3,000.01 to $35,000.00
   1. MUST have PRIOR approval of the Board of Supervisors.
   2. Purchase order is required. Written quotes are required. Department will on its own solicit, at a minimum, three (3) written quotes on the company?s letterhead. Documentation must be attached to the purchase order. Catalog information on the purchase can be used as a written quote as long as the catalog is current (you are able to still order from it).
   3. Submit invoice with demand (including the purchase order) to the Board of Supervisor?s Office in a timely manner and in accordance with the demand schedule.
5. Supplies/Materials/Equipment/Furniture/Services: $35,000.01 and up
   1. MUST have PRIOR approval of the Board of Supervisors.
   2. MUST have a written competitive bid.
   3. Department will provide the bid specifications to the Board of Supervisor's Office.
   4. Formal bid documents will be prepared and distributed by the Board of Supervisor's Office. Bids will be published a minimum of two (2) times in the official county newspaper.
   5. Should it be necessary to amend bid specifications, such amendments will be handled in the same manner as the original bid. No verbal changes will be recognized.
   6. The date and time for the opening of the bids will be included in the bid documents and will be conducted by the Clerk of the Board or her designee at the time and date specified.
   7. The results of the bid opening will be placed on the next available Board of Supervisor?s meeting agenda for consideration.
   8. Purchase orders are not required for formal bids unless requested by the vendor.

Vehicles

Vehicles must go through the sealed bid process unless prior approval from the Board of Supervisors is received to purchase from the State Purchasing Contract without going through the bid process.(See items D & E above) (See attachments for sealed bid and formal bid process)

Sole Source

If the item to be purchased is considered only available through a sole source, this must be noted on the purchase order with an explanation.

State Contract

If an item is purchased through the state purchasing contract, this must be noted on the purchase order along with the documentation which states that the vendor is providing the product under the contract.