Claremore Daily Progress

Chelsea

September 25, 2012

County Clerk halts payments

Helm’s POs questioned, information requested

CLAREMORE — Rogers County Clerk Peggy Armstrong brought forth questions Monday on two separate purchase orders presented for payment by Commissioner Mike Helm.

Payment for both were halted until more information is supplied by Helm.
Purchase orders 301164 and 300436 dealt with two different issues under statute, however, both were missing documentation to provide adequate information for payment, according to officials in the county clerk’s office.
P.O. 301164 to Maxwell Supply was submitted for payment for $11,262.45. Including in that invoice was 29 rolls of Mirafi Geotextile Fabric totaling $11,034.50.
This item was not bid per state statute and therefore the reason for the discussion.
“This is a more difficult question with the fabric issue because it is unknown until you start tearing up the roads,” Assistant District Attorney David Iski said.
“The best thing we [the county] can do is look at the bid process and generally if we are going to spend more then $10,000 we would go out for a bid,” Iski said.
Iski asked if there was a way for Helm to know how much material would be needed.
Helm said there are 10 different types of fabric and that he doesn’t know which one to use until the road is torn up.
“I don’t know how to bid 10 different pieces,” Helm said. “How do we do this and do we do this under a blanket purchase order.”
Commissioner Kirt Thacker compared the issue to the recent issue of road striping trying to insure that the item is handled correctly.
Commissioner Dan DeLozier suggested the item be bid per roll.
As the discussion continued, the commissioners tried to find a solution for the problem, including researching the product to determine if it is listed under a state contract.
The discussion also included what the proper procedure should be from this point forward.

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