FORMS OF PURCHASE/PAYMENT
VISA PURCHASING / TRAVEL CARD (Preferred method of payment):
used for procurement of supplies/equipment of less then $1,000.00
or travel. Use of this method expedites payment to vendor (Usually within 72 hours)
and reduces paperwork.
PURCHASE ORDERS: Used whenever goods, supplies or equipment
in excess of $25.00 are being procured and VISA Purchasing Card is
not applicable. Occasionally the County may require the vendor's signature
on purchase orders. Normally, however, purchase orders will be processed as
internal documents without vendor certification.
AGREEMENTS OF SERVICE: when services are involved. Used when
business can be succinctly described in a few short paragraphs or by
attachment of contractor's itemized proposal. (Example: Equipment
service contract with simple hourly rate and materials.) Must be signed
by both County and vendor.
FORMAL WRITTEN CONTRACT: When services are involved.
Require detailed terms and drafting skills of an attorney.
(Example: professional services contracts, construction contracts,
leases, property sales agreements, etc.) Prepared by the Chautauqua
County Law Department. Must be signed by both vendor and County.
In cases of Agreements of Service or Formal Written Contracts,
a certificate of insurance with Chautauqua County named as
additional insured is normally required prior to commencement of
work. Sample insurance certificates and description of County's
standard insurance requirements are available upon request.
Unless otherwise provided by New York State Law, all purchases between $1000
and $5000 require County departments to obtain at least 3 verbal quotations, if
available. If purchase exceeds $5000 at least 3 written or faxed quotations
are required, if available.
NEW YORK STATE CONTRACTS
New York State allows Counties and other municipalities to purchase
from contracts awarded by the New York State Office of General Services
without having to obtain alternative quotes or bidding.
State law requires municipalities to purchase certain goods from agencies
for the blind or severely handicapped or from correctional institutions.
These goods are not subject to competitive bidding or alternative
If County-wide annual purchases of a particular item exceed $10,000,
or a public work/service exceeds $20,000, competitive bidding is required
by New York State. Advertisements for bidders must be placed in the
official County newspapers, Jamestown Post Journal and Dunkirk Evening
Observer. Vendors wishing to participate will be sent a bid package containing
instructions, specifications and required affidavits. A sealed bidding process is
utilized. All bids must be received at the time and location specified in the bidding documents. The County reviews all bids to determine the lowest responsible
bidder. In some instances, when the items being bid require a specialized
skill or knowledge, the County will contract with a consultant to assist in
this process. County bids are often extended to other in-County municipalities
under the same terms and conditions.
RECEIPT OF GOODS
All items must be delivered weekdays, excluding holidays, between the
hours of 9:00 AM - 5:00 PM (8:30 AM - 4:30 PM, July and August)
unless otherwise so specified by the County department originating the
order. Goods received will be verified against the purchase order for
quantity and description. A packing slip must accompany shipment.
All invoices should be sent to the County department that originated
the order. In cases of services rendered, a County voucher signed by
the vendor should be submitted with the invoice. The County
department will verify all documentation and forward it to the County
Finance Department for audit and payment.
On-premises solicitation by vendors is prohibited. Contact with
departments must be made by telephone or mail. Vendors may
service accounts or deliver goods to departments when requested.
Chautauqua County is exempt from all Federal and State sales taxes.
All vendors must provide their Federal Tax Identification number.