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INTRODliCTION The purpose of this handbook is to provide guidance to employees using the City's centralized purchasing function. This handbook spells out requirements detailed in the Municipal Code and practices established for fiscal control. It is hoped this document clearly delineates the responsibilities of all parties in the purchasing process. These procedures serve several goals 1. Provide the maximum practical service level to City departments and employees, 2. Achieve cost savings, efficiency and other benefits of the centralized purchasing concept, 3. Maintain adequate fiscal control of City resources, and 4. Provlde fair and equal access for vendors interested in fumishing the City goods, supplies and services. CENTRALIZED PURCHASING Centralized purchasing is a system wherein authorized purchase of goods and services needed by divisions of an organization is the responsibility of a single designated unit. In this City, the majority of the purchases are made by the Purchasing Office, a unit of the Finance Department. However, all departments are delegated some purchasing duties Therefore, the clear delineation ofresponsibilities and procedures benefits everyone in the acquisition process. The centralized purchasing function promotes the following benefits: 1. An organizational unit responsible for accountability both to the Municipal Code and independents auditors, oversight for preparation of specifications, obtaining bids and quotes, maintaining records of purchases, and follow up with vendors. 2. Consolidations of purchases of times for various departments, 3. Review and monitoring to ensure that all legal requirements are met, 4. Dissemination of information on new products, services and procedures to the appropriate users, and 5 Buying techniques improved by using personnel uniquely informed on supply sources, prices, past purchasing records and other pertinent purchasing information. This handbook is not an all-encompassing manual of purchasing policies, Municipal Code requirements of Govenunent and Contract Law provisions. Rather this guide is intended to aid City employees in understanding the City's purchasing practices and simplify their role in this process. Please feel encouraged to contact the Purchasing Office for more detailed information or assistance.