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Board pauses agenda item 48 after questions about vendor prepayment, directs procurement reminder
Summary
The Harrison County board paused and rescinded agenda item 48 after discussion about vendor prepayment and unsigned quotes, directed staff to obtain signed quotes and to send a procurement reminder memo, and agreed to return the item after clarifications.
The Harrison County board paused consideration of agenda item 48 following questions about a vendor request for an upfront payment. Board members said the county typically does not pay the full amount in advance and that quotes must be signed; they directed staff to obtain clearer documentation and return the item to the agenda.
An unidentified board member opened the discussion, asking whether the board could "add an authorized deposit in set amount" for the item and referencing an amount mentioned in the agenda. Several members said vendors typically request half the payment up front; one speaker said in previous county work the department used a purchase order for half the payment and completed the balance when the job was finished. Concerns were raised because one of the submitted quotes was unsigned.
The board directed staff to have the vendor accept payment upon completion if possible, or to return with a request for half payment with a signed purchase order. The board asked county attorney/staff to follow up with the vendor; one speaker said, "If they won't have [payment-upon-completion], we'll bring it back half if they gotta sign that." The board then moved to rescind item 48 so staff could resolve the issue and reintroduce the matter after confirmation.
Separately, a board member warned that state procurement law imposes individual liability for violating quote statutes. The transcript records a request that Robbie (county staff) send a memo reminding departments that quotes must be obtained by the county and that supporting backup (both quotes) be supplied when two quotes are required.
The board’s action to rescind was made and seconded and approved by voice vote; the transcript does not include a recorded roll-call tally. The board agreed to place item 48 back on the agenda after staff obtains signed quotes and resolves whether payment upon completion or a half-upfront purchase order is appropriate.
