200-12 Purchasing Process Flashcards
What unit is responsible for purchasing functions within the department, designed by the Chief of Police
Department Purchasing Unit (DPU)
Sealed bit to provide goods it services valued at greater than $50,000
Formal Bid
Bids for goods valued at greater than $100 and equal to or less than $50,000
Informal bid
Emergency
Required action by an administrative official to obtain goods through means outside of the formal biding process
What are the method in which goods or services can be procured?
A) purchasing order (PO) B) Emergency purchase order (EPO) C) Contracts greater that $50,000 D) professional services E) purchasing card (p-card) F) Fuel Card G) petty cash
If greater that $100 and equal to or less than $50,000
Routine requisition shall be submitted to DPU
What shall be used when an item or service is needed on an emergency basis?
Emergency Purchase order (EPO)
Who is the division that may issue an EPO for purchases in excess of the department purchase order limit
Finance Department’s Strategic Procurement Division (SPD)
Contact the appropriate assistant chief (or civilian equivalent)
An emergency control number is also needed
Sequential Purchasing
Should combined COH purchases of the same or similar items from the same vendor knowingly exceed $50,000 within 12 month period it is necessary to establish a city contract
For contracts greater than $50,000
A written request including a justification for the requirement, the specifications, estimated quantities, and accounting information shall be submitted to the DPU
Requesting divisions shall be notified approximately ____ months prior to the expiration of an existing contract
9 months
P-card
Small dollar purchases
The City’s tax-exempt number shall be given to the vendor when a P-card is used for city business
P cards Shall not be used for:
A) cash advance B) personal expenditures C) furniture D) food travel entertainment E) Technology F) sales tax, except in cases of rental equipment G) gift cards H) car wash
How many quotes are needed for purchases ranging from $100.01through $3,000
One
How many quotes are needed in the informational bidding process for vehicles ranging from $3,000.01-$50,000
Three or more quotes
