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Policy and Procedures Manual for Purchasing and Materials Management

Policy
Purchasing Cycle Policy No.: P-090
Supercedes No.:  
Effective Date: July 1, 2002 Page No.: 1 of 1

I.     PURPOSE

To illustrate the cycle a purchase must follow in order to maintain the proper flow of purchases.

II.    SCOPE

The purchasing of a product or service requires a starting point and an ending point, or cycle, as indicated by the following steps.

III.   GENERAL

The Purchasing Cycle is the series of activities that must be undertaken to assure that Town departments receive the goods and services needed to operate their programs in the most timely and economical manner.

The Cycle consists of the following:

  1. Recognition of need for goods and services;
  2. Preparation of description (specification) of needed goods and services;
  3. Determination of proper procurement method (quotes, competitive sealed bid, request for proposal, etc.);
  4. Preparation of a requisition;
  5. Preparation of the solicitation document;
  6. Receipt of quotes, bids or proposals;
  7. Review of quotes and bids for lowest responsive and responsible bidder or selection of proposal that is most advantageous to the Town;
  8. Issuance of purchase order or contract;
  9. Receipt of goods and/or services;
  10. Payment to vendor.

 

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The Town of Collierville does not discriminate on the basis of race, color, national origin, age, sex, or disability in its hiring and employment practices, or in admission to, access to, or operation of its programs, services, and activities pursuant to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) and the Americans with Disabilities Act of 1990, Pub. L 101-336.


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