Procurement Guidelines & Summary

Responsibilities of Purchasing agents

The Chief Procurement Officer’s responsibilities

1. The Administrative Services Director shall fulfil the role of the Chief Procurement Officer, with the Buyer fulfilling this role on an as needed basis.

2. Facilitate the involvement of local vendors in the Village’s procurement policy.

3. Impartial judgments in the selection of vendors which are based on product quality, price, warranty, and performance and vendor delivery, service, and performance.

4. Complying with all Village procurement procedures and State Statutes covering procurement and disposal.

5. Reviewing inventory procedures and recommending solutions that reduce carrying costs and improve availability.

6. Determine the most appropriate method of procurement for a given good or service.

7. Preparing formal bid packets and quotation requests.

8. Managing the formal bid process, including advertising for bids, notifying vendors, accepting bid proposals, opening bids, tabulating bids, and serving as the primary resource for questions from vendors.

9. Maintaining adequate procurement records, including a database of vendors established in an accessible vendor file.

10. Upon request, assist departments in locating the best source for supplies, materials, and equipment.

11. Assisting departments in conducting negotiations with vendors concerning prices, bids, terms, deliveries, and adjustments.

12. Maintaining a central file of contracts and related documents including but not limited to certified payroll submissions and associated waivers of lien.

13. Assist departments with the informal bid process.

14. Review and approval of all purchase orders of $25,000 or less.

15. Creation of purchase orders in excess of $25,000