PURCHASING
POLICY
AUTHORITY:
The Board of Selectmen seeks to have the purchasing agent or
department heads use sound financial and good fiscal management of
all Town funds. In an effort to control this they desire to set
current standards for the purchase of goods materials, and services
for the Town of
SCOPE OF POLICY:
The Board of Selectmen hereby establishes the following
guidelines for the purchase of all Town goods and services.
This purchasing policy shall be in effect upon its adoption
and shall remain in affect until amended or overturned.
A.
All purchases under $50.00 (for each single item) will be
allowed with
a sales receipt or other pertinent
material showing the cost of the
item, including a PURCHASE ORDER.
B.
All purchases over $50.00 and less than $250.00 (for
individual
items)
shall be accomplished with a PURCHASE ORDER before the purchase is
made.
C.
All purchases over $250.00 and less than $2,500.00 (for
individual
items) shall be accomplished by
soliciting costs from a minimum of
three vendors providing preference to
local vendors based on
associated costs.
This material should be documented as to date and
kept
as a record, each item shall include a PURCHASE ORDER with prior approval of the Town Manager.
D.
All purchases over $2,500.00 and less than $5,000.00 (for
individual
items) shall be accomplished by
soliciting costs from a minimum of
three vendors providing preference to
local vendors based on
associated costs.
This material should be documented as to date and
kept
as a record, each item shall include a PURCHASE ORDER with prior
approval of the Board of Selectmen.
E.
All individual purchases over $5,000.00 shall be accomplished
through an open bid process. These
may be solicited and/or posted in a local or regional paper for bid
proposals with approval of the Board of Selectmen. The Board of
Selectmen reserves the right to accept or reject any bids or
proposals as they deem in the best interest of the Town.
F.
For the purchase of all special items such as a
used plow truck, ambulance, fire truck or other used equipment from a
private source, auction or other advertisement, a notice of intent to
find such item shall be submitted to the Board of Selectmen in
advance of any search.
G.
Credit Card use shall only be for official Town business
purchases
by the Town Manager. All
cards in the name of the Town of
shall be kept in the Town vault and
under supervision of the Town
Manager.
All purchase(s) with the credit card must be accompanied by a
PURCHASE ORDER and a RECEIPT of the purchase. The employee shall have five
working days to provide a sales receipt or they shall be fully
responsible for the purchase. The Town Manager shall secure a Town
Credit Card with NO ANNUAL FEE and low interest rate. All purchases
shall be paid on a monthly basis, thereby eliminating any monthly
interest fees. Any changes on the use of credit cards shall be
authorized by the Board of Selectmen upon recommendation of the Town
Manager or by direct action of the Board of Selectmen.
H. Contracts
in excess of $2,500.00 for procuring personal and professional
services must be approved by the Board of Selectmen following a
Request for Proposal. (RFP) process. If it
is not possible to use an RFP process, or the department finds that
such a process would not be appropriate or in the Town’s best
interest, a sole source procurement may be used only after the
department submits a letter of request
to the Board of Selectmen which sufficiently
justifies the sole source procurement. This letter must be
provided to the Town Manager at least 10 days prior to being placed
on the Board’s agenda for the Town Manager’s concurrence on
the sole source justification and to obtain advanced approval by the
Board of Selectmen is required.
I.
No employee may make any purchase(s) for personal use, only
official
Town business as authorized.
Failure to follow the policy as set forth may
be cause for disciplinary action under the Town of
Adopted December 18, 2000; Amended November 18,
2002; amended this March 20, 2006, Amended October 4, 2010 at Turner,
Maine by the Turner Board of Selectmen.
__________________________________ ___________________________________
Angelo Terreri
Jeffrey Timberlake
__________________________________ ___________________________________
Richard Keene
__________________________________
Dennis Richardson