the municipal secretary desktop reference manual - Southwestern ...

VII. Purchases over $10,000:
User discusses need for item/service.
Governing body authorizes bidding, at request of purchasing officer.
The purchasing office maintains vendor performance files.
The government has a program to notify and encourage new suppliers to compete for the
government=s business. (See attached form.)
The purchasing officer maintains a list, classified by commodity or service, of prospective,
qualified bidders.
The purchasing officer periodically reviews the list to remove bidders that prove to be
nonresponsive, unqualified or that have a history of poor performance on contracts.
The purchasing officer maintains sufficient records of bids and contracts to help identify
problem areas, such as nonresponsive bidders and bidders possibly engaging in collusive
bidding practices.
Purchasing Officer and User:
- review specification
- place appropriate newspaper advertisement (see attached examples)
- review and open bids
All bids received are examined for compliance with the terms and conditions of the bid
invitation.
Bid tabulations are made available to the public (see attached form).
User makes recommendation to purchasing officer.
Purchasing officer reviews and makes recommendations to governing body.
Governing body awards contract.
Copy of executed contract and purchase order (if necessary) sent to vendor.
VIII.
When goods or services are received:
Inspected for compliance with specifications.
Purchase order, packing slip and invoice matched.
Invoice processed for payment, provided no discrepancies.
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