Commissioners approve handling of small purchases; policy sets three-quote minimum when practicable
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Summary
The board approved an amendment to the county finance policy to formalize an informal quote process, preferring three quotes when available and requiring pre-audit and county manager sign-off; commissioners debated practical limits for rural vendors and the vote passed 4–1.
The Swain County Board of Commissioners voted to adopt an amendment to the county’s procurement practice that formalizes a preference for obtaining three informal quotes for services and materials where practicable.
Under the amendment presented by finance staff, the informal-quote process will require a minimum of three hand-delivered quotes where vendors are available; when three are not practical, commissioners said two quotes remain acceptable under existing vendor-selection and sole-source exceptions. The presenter said purchases under $9,999.99 will be pre-audited and routed to the county manager for final approval; purchases above $10,000 will follow the same routing.
Commissioners debated the change in a rural market context, noting it can be difficult to find three vendors for some services and that sole-source and vendor-selection rules still apply. After discussion, a motion to adopt the policy change was made and the chair announced the result as "4 to 1." The board did not specify individual roll-call votes in the public discussion.