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Relations Of Other Departments With The Purchasing Department (Sample)

Reference Number: MTAS-1721
Reviewed Date: 01/29/2022

The purchasing department is a service agency for all other departments of the city. The purchasing function is a service, and for the mutual benefits gained to go toward the good of the city, all departments must work in harmony. This manual is a guide to help the departments know their buying responsibilities.

Purchasing Department's Responsibilities

  • To aid and cooperate with all departments in meeting their needs for operating supplies, equipment, and services.
  • To process all requisitions with the least possible delay.
  • To procure a product that will meet the department's requirements at the least cost to the city.
  • To know the sources and availability of needed products and services and maintain current vendor files.
  • To obtain prices on comparable materials after receipt of departmental requisition.
  • To select vendors, prepare purchase orders, and process and maintain order and requisition files.
  • To search for new, improved sources of supplies and services.
  • To assist in preparation of specifications and to maintain specification and historical performance files.
  • To prepare and advertise requests for bids and maintain bid files.
  • To keep items in store in sufficient quantities to meet normal requirements of the city for a reasonable length of time within space availability.
  • To investigate and document complaints about merchandise and services for future reference.
  • To transfer or dispose of surplus property.

Using Department's Responsibilities

  • To allow ample lead time for the purchasing department to process the requisition and issue the purchase order, while permitting the supplier time to deliver the needed items.
  • To prepare a complete and accurate description of supplies, equipment or services to be purchased.
  • To help the purchasing department by suggesting sources of supply.
  • To plan purchases in order to eliminate avoidable emergencies.
  • To initiate specification preparation on items to be bid.
  • To inspect merchandise upon receipt, and complete a receiving report noting any discrepancies in types, numbers, condition, or quality of goods.
  • To advise the purchasing department of defective merchandise or dissatisfaction with vendor performance.
  • To advise the purchasing department of surplus property.