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GENERAL PURCHASING ADVISE FOR
ALL CITY EMPLOYEES
·
Report to
purchasing your departments quantity needs on a regular basis
so that adequate stock levels are
maintained.
·
Draft
written specifications for your equipment purchases and submit
those with a general requisition.
·
Indicate to
Purchasing any special needs your department may
require as to products, storage or unusual quantities to be
used.
·
Be
courteous and prompt in your dealings with vendors and
salesmen.
·
Report to
Purchasing immediately any attempts by any party
to pressure or influence you in your choice or specification
of products and/or services.
·
Advise
vendors and salespersons representing bids under consideration
that “exparte” communications are not
permitted.
·
Be sure
that you give the same information to all vendors when
soliciting quotations by
telephone.
·
Plan your
purchasing requirements well in advance so that emergency
purchases are unnecessary and so that the
Purchasing Division has adequate lead-time for
competitive bidding.
·
Avoid
misleading or misinforming statements to bidders or
vendors.
·
Don’t
commit the City to any contract or purchase without proper
authorization.
·
Treat all
bidder's and vendor's opinions with
respect.
·
Don't draft
specifications that are bias or
unattainable.
·
Avoid use
of the term “or equal” on requisitions or bids whenever
possible.
·
Don't use
“sole source” as a means to purchase a particular brand name
or type of material.
·
Avoid
favoritism to any vendor, bidder or
salesman.
·
Don't
jeopardize your integrity or the City's by accepting gifts or
gratuities.
·
Don’t split
a purchase order to avoid the bidding
process.
·
Get the
terms of a purchasing transaction in writing; don’t rely on
verbal commitments.
·
Properly
document all purchasing transactions and forward the
appropriate forms to
Purchasing and other departments as described in
this
Purchasing Manual.
·
Be certain
not to disclose any information regarding a pending bid that
may influence bids not yet
received.
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