The core of the central purchasing system is the purchase requisition.
Requisitions are required for all procurement transactions of $5,000
or more. The requisition authorizes the Purchasing Division to begin
the research and procurement process for the fulfillment of the purchase.
The Purchasing Division is not authorized to act on behalf of the
department or division until the receipt of the requisition. It is
assumed that the appropriate authority in the department/division
has approved the action if the requisition is received in the Purchasing
Office.
(Res. 04-12 (§ 4.1), 1-16-12)
Requesting departments should prepare the requisition far enough
in advance so ordinary purchases do not become emergencies. By planning
and forecasting purchases in advance, the Purchasing Division, vendors
and requesting department may realize the advantages of soliciting
competitive quotations, bids or proposals.
Required delivery dates on goods and services vary greatly and
order requisitions should be prepared accordingly. Departments should
realize unnecessary work delays could be created if order requests
are not presented in a timely manner. To ensure needed delivery dates
are met, proper purchasing procedures should be used.
(Res. 04-12 (§ 4.2), 1-16-12)
Requisitions are required for all commodity purchases of $5,000
or more.
(Res. 04-12 (§ 4.3), 1-16-12)
Purchasing shall review all requisitions and proceed according
to City purchasing rules and regulations (and other applicable professional
purchasing practices) to acquire goods or services in a timely manner.
Purchasing staff shall prepare all solicitation documents, including
the final specifications. A copy shall be forwarded to the department
for review prior to the solicitation being sent out. Any clarifications
or changes shall be transmitted to potential vendors by a written
addendum.
(Res. 04-12 (§ 4.4), 1-16-12)