Roswell Purchasing Policy

Description

PURCHASING POLICY Revision Dates: August, 2007; June, 2009; February, 2013; April, 2015 City of Roswell Purchasing Policy TABLE OF CONTENTS I. Introduction        II. Purpose Mission Scope Exceptions Ethics in Purchasing Freedom of Information Definitions Responsibilities       Purchasing Agent Responsibilities Purchasing Manager Responsibilities Department Head Responsibilities Department Liaison Responsibilities Department Agent Responsibilities Disciplinary Actions for Violations III Purchasing Thresholds IV. Non-Competitive Procurements       V. Sole Source Procurement Sole Brand Procurement Direct Negotiation Emergency Procurement Costs Under the Competitive Threshold Direct Negotiation through the use of Public Entity Contracts Competitive Procurements        Invitation to Bid Request for Informal Quote Request for Proposals Quality Based Selections Request for Qualifications Multi-step Solicitations Online Reverse Auction 2 City of Roswell Purchasing Policy VI. Protests VII. Guidelines for Promoting Sustainability through the Purchasing Process   Policy Requirements and Preferences VIII. Procurement Card (P-Card) Program IX. Capital Assets, Property, and Surplus X. Qualifications Based Selection for Projects Using Federal Aid Highway Program (FAHP) Funding XI. Contract Document Process 3 City of Roswell Purchasing Policy I. INTRODUCTION PURPOSE This Policy is intended to establish the methods by which the City procures goods and services and enters into contracts. This document will clarify purchasing functions and outline purchasing policies, as well as describe departmental relationships, responsibilities and participation in the procurement cycle. MISSION In consideration of the City’s fiduciary responsibilities, the Purchasing Division must assure promotion of full and open competition in all procurement activities. In doing so, the Purchasing Division must balance economy, efficiency, expediency and environmental impact ensuring that Departments consider sustainable goods and services, receive sufficient quality and quantities of goods and services, delivered at the correct time, and purchased at the lowest practical cost. SCOPE The scope of this purchasing policy covers the procurement of most Goods and Services without regard to the past method by which goods or service have been customarily procured.