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Mills County adopts updated procurement policy to meet FEMA and state requirements
Summary
Commissioners adopted a new procurement policy aligning county purchasing rules with FEMA and Texas procurement codes, requiring informal price comparisons for purchases above $15,000 and formal procedures for purchases at or above statutory thresholds.
Mills County Commissioners approved an updated procurement policy intended to align county purchasing with FEMA requirements and relevant Texas procurement codes.
A representative from the treasurer's office said the policy formalizes thresholds and documentation: department heads may sign off on purchases under $15,000; purchases from roughly $15,000 up to six figures will require informal quotes (three comparable quotes that may be submitted by email); purchases at or above the statutory formal‑procurement threshold must follow the formal procurement process under state law. The presenter said the policy had been circulated to department heads for implementation.
Commissioners discussed practical implications, such as how the county will gather comparable quotes when buying equipment or vehicles and whether the county must accept the lowest bid in formal procurements. One commissioner noted the county is "not used to it either" and that the change will require staff to obtain additional comparative pricing before approving some purchases. The court voted to adopt the policy as presented; the presiding official called for the ayes and announced the motion carried.
County officials said the policy will be treated as a "living document" that can be amended and that a copy will be distributed to department heads for compliance and signature. The treasurer's office will oversee implementation and ensure documentation (email quotes or other evidence) is retained to satisfy FEMA and state audit requirements.
