Chapter 41.16
PURCHASING AND REQUISITIONING CYCLE

Sections:

41.16.010    Introduction.

41.16.020    Anticipation of need.

41.16.030    When to use a purchase requisition.

41.16.040    Purchasing division responsibility.

41.16.010 Introduction.

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)

41.16.020 Anticipation of need.

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)

41.16.030 When to use a purchase requisition.

Requisitions are required for all commodity purchases of $5,000 or more.

(Res. 04-12 (§ 4.3), 1-16-12)

41.16.040 Purchasing division responsibility.

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)