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Auditor flags missing purchasing policy, suggests written bid thresholds and buy-local guideline
Summary
The auditor said Madison County lacks a formal purchase-and-bid policy and recommended written bid thresholds, clearer specs and an optional buy-local guideline that sets an acceptable premium for local purchases to retain sales tax locally.
The county auditor told the board that Madison County does not have a written purchase-and-bid policy and urged the board to set thresholds and procedures to better leverage county purchasing power.
The auditor said a three-bid threshold and clearly written triggers for public notice would help the county secure lower prices and ensure specifications reflect operating needs. “There needs to be something in writing about how department heads or elected officials approach that,” the auditor said.
He also noted there is no local-purchasing preference and suggested the board decide an acceptable percentage premium for buying locally — weighing the benefits of keeping sales tax in the county and supporting local jobs against the higher unit price and staff time to procure items outside town.
Board members asked whether the auditor could draft recommended language. The auditor said he would provide draft policies when he regains access to his work materials.
No votes were taken; the board agreed the handbook and procurement policies need overhaul and asked for a work session.
