Sample Purchase Policy – Procurement

Description

City of- Everett, Massachus.etts Finance Department 484 Broadway Everett, MA 02149 Tel: (617) 394-2210 Fax: (617) 394-2453 Authorized· Purchase Policy Please be advised that the City of Everett aggressively reviews invoices to effectively monitor and ensure that purchase orders are approved prior to goods and/or services being rendered to the City. In accordance with municipal finance law, the City of Everett will not support payment for goods or services rendered to the City of Everett if they are not supported, prior to receiving those goods or services, by a purchase order and/or contract. Municipal finance law requires that the City must have a prior appropriation before entering into a contract. These same laws prohibit a department of the City from incurring a liability in excess of an appropriation made for the department or district. 1 Purchase orders or contracts are mechanisms used by the City to ensure that funding is available for a particular good or service. If your company elects to provide a good or service, .valid emergencies excluded, without a purchase order or contract, you will not be eligible for payment. In addition, there are four conditions that must be met in order for the City to approve a change order or amendment to a contract. If your company provides additional work or services prior to the execution of a written amendment or change order to the contract you will not be eligible for payment. It is also required of all vendors to supply the City with a detailed invoice for the good/service being procured. At that point, the City will issue a requisition which will be reviewed and approved by the Purchasing Office and converted to a purchase order. Per M.G.L. c. 41 :52, the City Auditor is required to disallow and refuse payment on bills that are deem fraudulent, unlawful, or excessive. Without adequate documentation for invoices submitted for payment, the City Auditor will not be able 1 M.G.L. Chapter 44, Section 31. See also M.G.L. Chapter 44, Section 31C relating to construction projects.