Responsibilities and Functions - Procedure 001

I. PURPOSE

To define the responsibilities and functions of the Procurement Division.

II. RESPONSIBILITIES AND FUNCTIONS:

The Procurement Division is responsible for establishing and administering the Procurement Resolution, as approved by the City Commission.

III. GENERAL:

 

A. Policies and Procedures:

Develop purchasing objectives, policies, programs and procedures for the purchase and contracting for all materials, supplies, equipment and services.

B. Representation:

Act as representative on all matters pertaining to purchasing and contracts

C. Specifications:

Assemble specifications in cooperation with using agencies which are subsequently included in Invitations to Bid, or Requests for Proposals, and/or Requests for Quotations.

D. Consolidation and Bulk Purchasing:

Consolidate requisitions and purchases of like or common items to obtain the maximum economical benefits and cost savings, and explore the possibilities of buying "in bulk" to take full advantage of quantity discounts. Such consolidation may include requirements of a single department or multi-departments.

E. Standardization:

Work with other departments/divisions to establish standardization of materials, supplies and equipment where practicable within a competitive environment.

F. Vendor Relations:

Promote good will and public relations between the City and its vendors. Encourage full and open competition wherever possible. Assure fair and equitable business dealings with all vendors.

G. Budget:

Prepare and submit the annual operations budget for the Procurement Divison.

H. Purchasing Analysis:

Keep informed of current developments in the field of purchasing, including but not limited to prices, market conditions and new products, and secure for the City the benefits of research conducted in the field of purchasing by other governmental jurisdictions, national technical societies, trade associations, and private businesses and organizations.

I. Manual:

Prescribe and maintain a standard manual for all using agencies.

J. Vendor’s Commodity Listing:

Prepare, adopt and maintain a Vendor Commodity Listing.

K. Suspension and Debarment of Vendors:

Have the responsibility to ascertain the identity of all vendors who default on their contracts with the City and to suspend or debar said vendors as appropriate unless this prohibition is expressly waived by the City Commission.

L. Recycled Products:

When cost effective, the City promotes the purchase of products that contain recycled content, that conserve resources, that are environmentally friendly and/or energy efficient.