Newton County Fuel Purchasing

Anthony Seim filed this request with the Procurement of Newton County, AR.

It is a clone of this request.

Submitted Nov. 1, 2017
Status
Completed

Communications

From: Anthony Seim

Subject: Arkansas Freedom of Information Act Request: Newton County Fuel Purchasing

Email

To Whom It May Concern:

Pursuant to the Arkansas Freedom of Information Act (“FOIA”), Ark. Code Ann. § § 25-19-101 to 25-19-109, I hereby request the following records:

Information related to the current bulk fuel contracts for the county and/or highway department (gasoline, diesel, etc.). Documents would include; RFP that was used for current contract, Bid tabulations, Award, amendments and estimated annual usage. If a fuel contract does not exist, please provide County fuel purchasing procedures.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 3 business days, as the statute requires.

Sincerely,

Anthony Seim

From: Procurement

Subject: RE: Arkansas Freedom of Information Act Request: Newton County Fuel Purchasing

Email

Below you will find our purchasing guidelines for which fuel would fall
under:

*A. **Purchase of Capital Goods and Supplies.*

1. *$ $5,000.00 and Less*

a. Multiple quotes are recommended but not required.

b. Invoices shall be submitted to the Finance Department for payment.
All invoices shall be stamped and the appropriate information completed.

c. All invoices shall be approved by the department head of the
department making the purchase.

2. *$5,000.01 to $24,999.99 *

a. Departments are required to obtain at least three (3) competitive
written quotes or document why the department is unable to obtain multiple
quotes.

b. Requisitions submitted to Financial Administration shall include the
required quotes and documentation.

c. Financial Administration shall confirm the following:

1) ­The necessary quotes were obtained or there is sufficient
documentation for submitting less than the required number of quotes;

2) The purchase is budgeted; and

3) There are funds available in the department’s budget for the
purchase.

d. A purchase order is generated by Financial Administration and
approved by the Chairman for Transportation department purchases and by the
County Manager for all other departments.

3. *$25,000.00 to $49,999.99*

a. Departments are required to obtain at least three (3) competitive
written quotes or document why unable to obtain multiple quotes.

b. Requisitions submitted to Financial Administration shall include the
required quotes or documentation.

c. Financial Administration shall confirm the following:

1) The necessary quotes were obtained or there is sufficient
documentation for submitting less than the required number of quotes;

2) The purchase is budgeted; and

3) There are funds available in the department’s budget for the
purchase.

d. A purchase order is generated by Financial Administration, reviewed
by the County Manager, and submitted to the Chairman for final review and
approval. Purchase orders for the Transportation department are submitted
directly to the Chairman.

e. If the purchase is not for an approved, budgeted item, the Board of
Commissioners approval is also required.

4. *$50,000.00 and over*

a. Sealed bids or proposals are solicited.

b. Financial Administration, in conjunction with the department head or
any bid/proposal review committee, shall review all bids/proposals
submitted and may make a recommendation to the Board of Commissioners.

c. All awards shall be made by the Board of Commissioners, and all
contracts shall be spread upon the minutes.

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