Relations Of Other Departments With The Purchasing Department (Sample)

Reference Number: MTAS-1721

Tennessee Code Annotated
Reviewed Date: September 25, 2018

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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.