View Procurement Policy

Description

THE PROCUREMENT PROCESS PURCHASING AUTHORITY I. Purchasing Authority Under Section 48B of the City Charter, the Director of Administration of Havre de Grace is the designated procurement authority and this authority has been delegated to the Procurement Officer. Such authority includes the responsibility to ensure all proposed purchase goods and services are in accordance with Federal, Maryland, Harford County and City laws and regulations. Throughout this document, where a reference is given to a specific position, it should be understood to include that person’s properly delegated designee. II. Limitation of Purchase Authority The Mayor and City Council develops specific annual spending budgets for each City Department by ordinance and may adjust those spending budgets by budget amendment or transfer at their sole discretion. No Department Director, nor the Procurement Officer, shall purchase any good or service that would cause their department’s expenditures to exceed their allotted spending budget as amended. No City employee, the Mayor, or any Member of the City Council shall, either directly or indirectly, be a party to, or be in any manner interested in, any contract or agreement which causes any liability or indebtedness to be created against the City, for any matter, cause, or thing whatsoever. THE PROCUREMENT PROCESS I. Overview: Department Directors are responsible for determining when a good or service is required, the maximum amount they will spend on such good or service, any restrictions on the good or service to be ordered, any restrictions on vendors who may supply the good or service, and any deadline for receiving the good or service. The Department Directors are also responsible to ensure that goods and services received and vendor invoices are in agreement with the terms and conditions established during the procurement process. A. The Purchase Requisition – Department Directors are responsible for initiating a procurement action through the creation of a Purchase Requisition within the Financial System. Appendix A has a copy of the Financial System instructions for creating a Purchase Requisition. This form notifies the Procurement Officer to initiate a procurement action and any specific requirements, limitations or deadlines associated with the procurement. Department Directors should allow at least three (3) working days for any non-emergency, non-formal bid procurement action. B.