1. City of Norfolk Office of the Purchasing Agent
September 21, 2009

2. Overview of the purchasing process
Objectives
Overview of the purchasing process
for goods and services
Techniques
Procedures

3. Mission and Function of the Purchasing Agent
Purchasing supports the purchase of goods and services for all City departments and agencies
Protects the financial integrity of the City in all procurement transactions

4. Procedures to Obtain Goods and Services
Procurements less than $5K (with the exception of information technology hardware, software and services)
Decentralized Purchase order
Price Agreements
Additional Details:
City departments must obtain the lowest cost goods or services
Three (3) quotes required for goods and services between 1K and 5K
Purchases under $1K require a written or telephone
records, the name of the businesses submitting quotations and the amounts must be recorded.

5. Procurements less than $5K
City departments and agencies can purchase directly
Verify City Storehouse availability
Decentralized purchase orders (POs)
Procurement cards
Delivery orders (DOs) against existing master agreements
Requires competition to the extent possible
Most transactions completed with 3 offers

6. Procedures to Obtain Goods and Services
Procurements over $5K to $15K
Decentralized Purchase order
Master Agreements
Contracts
Requires soliciting three (3) valid sources for quotations
Procurements over $15K to $50K
Decentralized Purchase orders
Requires soliciting three (3) valid sources for written quotations

7. Procedures to Obtain Goods and Services
Procurements over $50K
Requires formal solicitation such as a competitive sealed bid or request for proposals
Coordinate and obtain approvals from department executives and Office of the City Manager
Centralized Purchase Orders (PC)
Master Agreements
Contracts

8. Procurements over $5K to $50K
These requirements involve management and executive support
City departments and agencies must submit requisition
Definitive Specifications
Suggested Sources
Drawings
Solicitation Methods
Oral
Request for Quotations
Informal Bids
Informal RFP

9. Procurements over $50K
These requirements involve management and executive support
City departments and agencies must submit
Requisition or a Memorandum
Definitive Specifications
Suggested Sources
Evaluation Factors
Award Provisions

10. Master Agreements
Used for repetitive purchases and/or service requirements
Requires competition
Include:
Recommended vendors
Description of goods and services
Estimated annual dollar amount
Delivery requirements

11. User Responsibilities
Follow-up on all late orders
Address problems with Purchasing and Vendor
Inspect all goods and services for damages and shortages
Compare what was ordered to what was delivered
If Goods and services are not satisfactory notify Purchasing and Vendor
regarding the dissemination of solicitations for participation of MBE, WOB and SB vendors in the procurement process.
whenever possible, when contacting vendor(s) for pricing or product information (e.g. purchases under $1,000.00) or when preparing requisitions to be sent to Purchasing Department for processing.

12. Sole Source Procurements
Sec Sole Source Procurement
Upon a determination in writing that there is only one (1) source practicably available for that which is procured, a contract may be negotiated and awarded to that source. Any sole source procurement which otherwise would have required competitive sealed bidding, competitive sealed proposals, or competitive negotiations shall be reported to the City council on a monthly basis.
regarding the dissemination of solicitations for participation of MBE, WOB and SB vendors in the procurement process.
whenever possible, when contacting vendor(s) for pricing or product information (e.g. purchases under $1,000.00) or when preparing requisitions to be sent to Purchasing Department for processing.

13. Sole Source Procurements
Sec Sole Source Procurement
Procedures.
A. Sole source procurement shall be made by the appropriate procuring agent only.
B. Determination. Must be certified in writing by the director of the department requesting the procurement. (Note all computer hardware, software and services shall be approved in advance by the Director of Information Technology or his designated representative.)
regarding the dissemination of solicitations for participation of MBE, WOB and SB vendors in the procurement process.
whenever possible, when contacting vendor(s) for pricing or product information (e.g. purchases under $1,000.00) or when preparing requisitions to be sent to Purchasing Department for processing.

14. Sole Source Procurements
Sec Sole Source Procurement
Procedures.
C. Reports: Reports of procurements which would have required competitive sealed bidding, sealed proposals or competitive negotiations if sources were available be forwarded by the procuring agent to the City Manager.
D. Information reporting requirements: Description of procurement, departments involved, contractor, amount and reason for sole source.
regarding the dissemination of solicitations for participation of MBE, WOB and SB vendors in the procurement process.
whenever possible, when contacting vendor(s) for pricing or product information (e.g. purchases under $1,000.00) or when preparing requisitions to be sent to Purchasing Department for processing.

15. EMERGENCY PURCHASES
City Code Chapter 33.1, Sec. 78. Emergency purchases.
In the event of a threat to public health, welfare, or safety, a contract may be awarded without competitive sealed bidding, competitive sealed proposals or competitive negotiation. Such procurement, however, shall be made with such competition as is practicable under the circumstances.
An emergency exists when there is an actual or potential disruption related to an essential service or other circumstances when supplies or services are needed for immediate use in work, which may vitally affect the public health, welfare, or safety

16. Code of Conduct Conflict of Interest
The acceptance of gifts, gratuities, and invitations to events from vendors is prohibited.
Conflict of Interest
City cannot buy goods or services from a fellow employee or the immediate family of a fellow employee even if the arrangement is a good deal financially for the City and the employees or family relation is not making a profit.
If you have the remotest thought that some action may be a conflict, stop and seek an opinion from the City Attorney and the Purchasing Agent.

17. YOUR QUESTIONS?
CAV
Coordinate
Anticipate
Verify