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The Purchasing System
An Overview
The Purchasing System involves the vendor, using Departments,
Comptroller and Purchasing Office. The Purchasing System can be
categorized as either centralized or decentralized. The Passaic Valley
Water Commission has a modified-centralized system requiring a "Buyer"
with authority to purchase on behalf of the Commission. Such
authorization is based on a formal policy and is limited by the bidding
thresholds of $25,000/-. The system requires the using
Departments, when necessary, to take an active role in obtaining
quotes, soliciting vendors, etc.
The following is a
brief summary of the Purchasing System process: |
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Using Department
Identifies need
for good(s) or service(s), checks monthly budget printout sheet
to verify budget balances. Notifies Purchasing Office of need for product by
submission of a requisition. |
Vendor
Ships good(s) to Using
Department. Reads and signs the claimant's certification section of
the purchase order and submits it to the Comptroller with invoice. |
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Purchasing Department
Contacts vendors
and obtains prices. For orders in excess of $3,750/-, two
competitive quotations are received. For orders (or a
combination of orders of a similar nature) above $25,000/-, formal
advertised bid specifications are prepared. |
Using Department
Upon satisfactorily inspecting the good(s) or service(s) signs "receiving report" copy of purchase order
certifying delivery of product and attaches original copy of the
invoice and transmits package to the Comptroller. |
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Controller
Examines the requisition
for arithmetic corrections and checks available budget balance. If funds are certified to be available by the Comptroller, the
requisition is approved and submitted to Purchasing for
distribution. This initiates the encumbrance against the
appropriation. |
Comptroller
Reviews voucher and invoice for correctness and
processes for payment after receiving proper authorizations. Formal quotes are
submitted with requisition and are maintained at Using Department. |
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Purchasing Department
Sends the purchase
order to the vendor which authorizes the shipment of the good(s). |
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Copyright ©
2005 Passaic Valley Water Commission. ¤ 1525 Main Avenue ¤ Clifton,
New Jersey 07011 Tel. (973) 340-4300 Fax. (973) 340-5598 |
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