Finance Administrative Policy - completed Flashcards
“Agency”
means a business unit or organization and, more specifically, includes all
departments, divisions, and offices of the City of Glendale, whether under the supervision of
the City Manager or the Mayor and Council and all boards and commissions, unless otherwise
provided by the Arizona Revised Statutes; and the employees, contract employees, temporary
employees, agents, volunteers, and contractors of the business unit or organization, unless
otherwise specified.
“Aggrieved person or entity”
means an actual or prospective bidder or offeror whose economic
interest may be affected substantially and directly by the issuance of a solicitation, the award of
a contract or by the failure to award a contract. Whether an actual or prospective bidder or
offeror has an economic interest will depend upon the circumstances of each case.
“Custodian”
means the person authorized by the Department Head to obtain and securely
store a petty cash box and make disbursements from it according to this policy.
“Debarment”
means an action taken by the Materials Manager to prohibit a person from
participating in City procurements.
“Emergency Purchase”
means any procurement when supplies or services are needed for a
situation where the health, safety or welfare of the public is endangered if immediate
corrective or preventative action is not taken.
“Informal Verbal Purchases”
means purchases of $5,000 and up to $9,999.99 that are not
covered under an existing cooperative or City contract which require a minimum of three verbal
quotations whenever practical.
“Informal Written Purchases”
means purchases of $10,000 and up to $49,999.99 that are not
covered under an existing cooperative or City contract which require a minimum of three
written quotations whenever practical.
“Multiple Award”
means an award of separate contracts for one or more similar materials or
services to more than one bidder or offeror.
“Procurement”
means purchasing, renting, leasing, or otherwise obtaining any supply, or
service. The term includes all functions that pertain to the obtaining of any supply, or service,
including description of requirements, selection and solicitation of sources, preparation and
award of contract, and all phases of contract administration.
Who shall be responsible for the administration of the purchasing
department as described in Article VIII, Section 3, of the City Charter, which shall be the
Materials Management division of the Finance and Technology Department?
The Materials manager
The types of Solicitations generally available to city agencies are:
- Request For Proposal (RFP)
- Invitation For Bid (IFB)
- Request For Written Quote (RFQ)
- Request for Statements of Qualifications (RSOQ)
Small Dollar Procurement Limit (dollar amount)
Procurement of supplies and services up to $4,999.99 are defined as Small Dollar
purchases which may be made by seeking competition, such as calling for quotes
and shopping around at different suppliers, or by direct purchase, provided it is
determined that the price is fair and reasonable.
Informal Procurement Limit (dollar amount)
Procurement of supplies and services, when the cost is $5,000.00 or more and up to
$9,999.99 may be made using verbal or written quotations.
Formal Procurement Limit (dollar amount)
Procurements of supplies and services when the cost is $50,000 or more shall be
made by Formal methods in accordance with the provisions of this policy and any
Formal procurements must be approved by _________.
the city council
Sole Source procurement requests of less than ________ can be approved by the materials manager. Otherwise it takes the approval of who?
$50,000
Materials Manager and City council
Special procurement is a
method to accomplish procurements, without ________
Competition
