Commissioners approve handling of small purchases; policy sets three-quote minimum when practicable

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.