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POLICY AND PROCEDURES

POLICY AND PROCEDURES
CHAPTER 1- INTRODUCTION TO PURCHASING AND CONTRACT PROCEDURES

PURPOSE
PURCHASING AUTHORITY AND RESPONSIBILITIES
OTHER PURCHASING DUTIES
PURCHASING AGENT AUTHORITY
DELEGATION OF AUTHORITY
COORDINATION WITH CITY DEPARTMENTS
GOALS AND OBJECTIVES OF THE PURCHASING DIVISION


CHAPTER 2 - ETHICAL CONSIDERATIONS

CODE OF ETHICAL CONDUCT
Statement of Philosophy
Ethical Conduct
PUBLIC PURCHASING STANDARDS
CONFLICT OF INTEREST REGULATIONS
PURCHASING FOR PERSONAL USE
PROHIBITION OF GIFTS, GRATUITIES AND KICKBACKS
UNETHICAL USE OF CONFIDENTIAL INFORMATION
RECOVERY OF VALUE TRANSFERRED OR
RECEIVED IN BREACH OF ETHICAL STANDARDS
SANCTIONS FOR ETHICAL VIOLATIONS


CHAPTER 3 - SPECIFICATIONS

DEPARTMENT RESPONSIBILITIES
TYPES OF SPECIFICATIONS
SPECIFICATION CHECKLIST
SOLE SOURCE PURCHASES
VALUE ANALYSIS
STANDARDIZATION
USE OF RECYCLED PRODUCTS


CHAPTER 4 - METHODS OF ACQUISITION

OVERVIEW
ACQUISITION PROCESS
REQUISITIONING OF GOODS AND SERVICES
SPECIAL CIRCUMSTANCES
REQUISITIONING FLEET EQUIPMENT
REQUISITIONING COMMUNICATIONS EQUIPMENT
DIRECT PURCHASES BY USER DEPARTMENTS


CHAPTER 5- BID REQUIREMENTS AND PROCEDURES

OVERVIEW
FAIR AND OPEN COMPETITION
PROCUREMENT OPPORTUNITIES
BIDDING REQUIREMENTS
COMPETITIVE BIDS
INFORMAL BID PROCESS
FORMAL BID PROCESS
SOLE SOURCE PURCHASES
DETERMINATION OF NON-RESPONSIVENESS
INSPECTION AND TESTING OF SUPPLIES AND EQUIPMENT
INSPECTION OF PLANT AND AUDIT OF RECORDS
COOPERATIVE PURCHASING


CHAPTER 6- CONTRACTS FOR GOODS AND SERVICES

TYPES OF CONTRACTS
GENERAL REQUIREMENTS
CONTRACT PREPARATION AND PROCESSING
CITY COUNCIL OR CITY MANAGER APPROVED CONTRACTS
PURCHASING AGENT CONTRACTS
FULL SIGN-OFF CONTRACTS


CHAPTER 7- CONTRACT ADMINISTRATION, ENFORCEMENT AND LEGAL REMEDIES

OVERVIEW
CONTRACT MONITORING
CONTRACT ADMINISTRATOR
AMENDING THE CONTRACT
RENEWAL OF CONTRACTS
CLOSING OUT OR TERMINATING THE CONTRACT
VENDOR REQUESTS FOR CHANGES OR CANCELLATIONS
BREACH OF CONTRACT – DEFINITIONS
ENFORCING CONTRACT PROVISIONS
CONTRACT ADMINISTRATIONS – FILES


CHAPTER 8 - VENDOR RELATIONS AND VENDOR PERFORMANCE

OVERVIEW
VENDOR RELATIONS
UNAUTHORIZED VENDOR CONTACT WITH CITY DEPARTMENTS
POLICY ON VENDOR VISITS
VENDOR OFFERS OF FREE TRIALS AND SAMPLES
VENDORS AS CONSULTANTS
COMPETITIVE SEALED BIDS
RELEASING BID RESULTS
LOCAL VENDORS
VENDOR PROTESTS
CONFIDENTIAL VENDOR INFORMATION
BIDDERS’ LIST
REMOVAL FROM THE BIDDERS’ LIST
REINSTATEMENT TO BIDDERS’ LIST
DOCUMENTING OF VENDOR PERFORMANCE
MINORITY, DISADVANTAGED AND WOMEN-OWNED BUSINESS UTILIZATION
DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM


CHAPTER 9 - INSURANCE AND BONDS

OVERVIEW
GENERAL INSURANCE REQUIREMENTS
LIMITS OF INSURANCE
INSURANCE CERTIFICATES
DEDUCTIBLE AND SELF-INSURED RETENTIONS
SUBCONTRACTORS
INDEMNIFICATION CLAUSES
BONDS
BASIS OF PAYMENT AND DELIVERY OF MATERIALS AND EQUIPMENT
NEED FOR WRITTEN PURCHASE ORDERS OR CONTRACTS
RECORD RETENTION


CHAPTER 10 - INVENTORY CONTROL/FIXED ASSETS AND SURPLUS EQUIPMENT

OVERVIEW
TRADE-INS AND DISPOSAL OF EQUIPMENT
SALE, SCRAP OR DISPOSAL OF CITY PROPERTY


CHAPTER 11- COST CONTROL METHODS

PLANNED PURCHASES
SPECIFICATIONS
COMPETITION
FREIGHT AND SHIPPING CHARGES
PRICE AUDITING
PROMPT PAYMENT DISCOUNTS


CHAPTER 12 - RECEIVING PROCEDURES

AUTHORIZED RECEIVING POINTS
RECEIVING GOODS FROM THE CARRIER
INSPECTING GOODS AFTER DELIVERY
LOST/DAMAGED GOODS
INCORRECT GOODS


CHAPTER 13 - PAYMENT PROCEDURES

OVERVIEW
VENDOR RESPONSIBILITIES
PAYMENT PROCESS
REGULAR PURCHASE ORDERS
PURCHASING CARD
BLANKET PURCHASE ORDERS
DEPARTMENT PURCHASE ORDERS
CONFIRMING AND EMERGENCY PURCHASES


CHAPTER 14 - FEDERAL, STATE AND LOCAL TAX REQUIREMENTS

SALES AND USE TAX ON TRANSPORTATION CHARGES
LIABILITY FOR SALES AND USE TAX
ITEMS EXEMPT FROM SALES AND USE TAX
MINIMIZING SALES AND USE TAX
SHOWING SALES AND USE TAX ON PURCHASE ORDERS
FEDERAL EXCISE TAXES


CHAPTER 15 - GUIDELINES FOR RETAINING CONSULTANTS TO PROVIDE ARCHITECTURAL, PROFESSIONAL ENGINEERING, LAND SURVEYING, AND DESIGN SERVICES

OVERVIEW
SELECTION PROCEDURES
INTRODUCTION TO QUALIFICATIONS BASED SELECTION
QUALIFICATION BASED SELECTION PROCEDURES


CHAPTER 16 - SPECIAL TYPES OF PROCUREMENT

OVERVIEW
PROCUREMENT OF USED FLEET VEHICLES

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