Court considers purchasing-policy addendum for situations when required bids are not received

Scurry County commissioners reviewed a proposed addendum to the county purchasing policy that would set procedures to follow when bids are required by state statute but no bids are received.

A speaker reported that the county went out for bids for a truck and received none. County staff—referring to discussions with the county attorney and a staff member named Angela—presented recommended language to add to the purchasing policy and procedure manual to address “no bids received” situations.

The proposed procedures reported to the court included: if an item was budgeted for and the purchase price is at or below the budgeted amount, the department head or elected official may proceed with the purchase; if the purchase exceeds the budgeted amount, the department head or elected official must return to the commissioners court for permission; and if an item was not budgeted for and no bids were received, the department head or elected official must do due diligence to find the best price and return to the commissioners court for approval prior to purchase. The speaker tied the guidance to state bidding requirements but did not cite a specific statute by number in the transcript.

A motion was made asking the court to add the policy language (as prepared by the county attorney and staff) to the county purchasing policy and procedures manual. The transcript records the motion and a responding “Okay,” but does not include a recorded second or roll-call vote.

Why it matters: the addendum would create a consistent administrative path for departments when the formal bidding process produces no offers, clarifying when staff may proceed with purchases and when they must return to the court for approval.

The transcript does not show a recorded vote or the final adoption of the addendum; county staff and the county attorney prepared the recommended language for court consideration.