PURCHASING AGENT AUTHORITY AND DUTIES

AUTHORITY:
Except as otherwise provided herein, the Purchasing Agent shall serve as the principal purchasing official for San Juan County. The Purchasing Agent is authorized to enforce and review of this Policy.

DUTIES:
In accordance with this Policy, the Purchasing Agent or his/her designee shall:

1. Periodically review this policy and recommend changes to be approved by the San Juan County Board of Commissioners;

2. Review and confirm that goods and services are purchased in accordance with this policy;

3. Maintain all supporting documentation (e.g. requisitions, quotes, RFPs and proposals, RFIs and responses, sole source requests, notices, correspondence);

4. Open and record RFP responses and detail the history of procurement, rationale for method of procurement, selection of contract type, selection or rejection, and the basis for price;

5. Work with the respective Department Director(s) to review approval of a bid if the cost of a good or service is expected to exceed the bid limit;

6. Work with the respective Department Director(s) to determine whether it is advantageous to bid any purchase contracts less than the statutory limits;

7. Review forms for completeness and approve or deny the request, thereby converting the requisition to a purchase order;

8. Oversee the P-Card program, including issuing cards, suspending cards, and closing cards when employees terminate;

9. Determine when open vendor accounts may be necessary and in the best interest of San Juan County, and establish terms and conditions of use for such accounts (including Sam’s Club, Costco, Amazon, etc.…); and

10. Oversee capital equipment purchases.