Comal County revises purchasing policy to clarify procedures, add exhibits and set deadlines for audit-related submissions

The Comal County Commissioners Court approved Purchasing Policy Revision 3 on Jan. 9 after the director of purchasing summarized corrections and substantive clarifications in the updated document.

Purchasing Director JD Davila said the version initially posted to the agenda contained errors; he provided a corrected copy. The revision largely reverts several provisions to the previously court-approved Revision 2 but reorganizes chapters for better flow and adds exhibits designed to help departmental users. The new exhibits include a donation policy approved by the court in July of the prior year, a requisition quick guide for entering purchase requisitions into the county—s financial system (New World) and a solicitation task calendar outlining expected timelines for bids, RFPs and RFQs.

Davila also said he worked with the district attorney to add language (paragraph 34) addressing authority when county employees violate purchasing policy; the new language is consistent with existing language for P-card revocation and provides guidance for corrective action. He added deadline language in chapters 6–10 to help purchasing meet auditor timing requirements for tax credit and audit document submission.

Commissioner Webb moved to approve Revision 3 as amended; Commissioner Hogg seconded and the court approved the policy.

Why it matters: The revision aims to improve usability for county staff, set clearer deadlines that support the county audit schedule and provide clearer authority and remedies for employee violations of purchasing rules. The exhibits are intended to reduce routine procurement errors by department staff.

What—s next: Purchasing will distribute the corrected policy and exhibits to county departments and implement the solicitation task calendar in practice. The county auditor and district attorney will continue to coordinate on compliance matters.