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Department of Procurement Services Procedure #11-002: Small Purchasing Procedure for the Purchase of Goods and Services Effective: September 1, 2011, revised January 31, 2012, revised February 2014

How to fill out small purchase procedure and

How to fill out a small purchase procedure:

1. Determine the budget for the purchase: Assess the available funds and set a budget for the small purchase. This will help guide the procurement process.
2. Identify the required specifications: Clearly define the specifications and requirements for the item or service to be purchased. Consider factors such as size, quantity, quality, and any specific features needed.
3. Research potential suppliers: Conduct market research to identify potential suppliers who can meet your requirements. Look for reliable and reputable vendors with good track records.
4. Obtain price quotes: Contact the identified suppliers and request price quotes for the desired item or service. Provide them with detailed specifications to ensure accurate quotes.
5. Compare quotes and evaluate suppliers: Review the price quotes received and compare them based on cost, quality, delivery time, and any additional services offered. Evaluate the suppliers based on their reputation, experience, and customer reviews.
6. Select a supplier: Based on the evaluation, choose the supplier that best fits your needs and requirements. Notify the selected supplier and confirm the purchase.
7. Prepare the necessary paperwork: Fill out any required forms or documents to make the purchase official. This may include a purchase order or procurement request form.
8. Obtain necessary approvals: If required, seek appropriate approvals from relevant authorities within your organization. This may involve obtaining signatures or authorization from higher management or procurement departments.
9. Proceed with the purchase: Once all approvals have been obtained and paperwork is complete, proceed with the purchase. Communicate the purchase order or request to the supplier and provide any additional information they may need.

Who needs a small purchase procedure:

1. Small businesses: Small businesses, especially those with limited resources or staff, can benefit from having a small purchase procedure in place. It helps streamline the procurement process and ensures efficient and cost-effective purchasing.
2. Government agencies: Government agencies often have specific guidelines and regulations for making small purchases. Implementing a small purchase procedure ensures compliance with these regulations and promotes transparency in the procurement process.
3. Non-profit organizations: Non-profit organizations often rely on small purchases to acquire necessary goods and services. Having a small purchase procedure in place helps them manage their limited resources effectively and make informed purchasing decisions.
4. Educational institutions: Schools, colleges, and universities frequently require small purchases for various departments and projects. Implementing a small purchase procedure enables them to handle such procurements efficiently and ensure value for money.

In summary, the small purchase procedure involves setting a budget, defining specifications, researching suppliers, obtaining quotes, evaluating suppliers, selecting a supplier, preparing paperwork, obtaining approvals, and completing the purchase. It is beneficial for small businesses, government agencies, non-profit organizations, and educational institutions.

For pdfFiller’s FAQs

What is small purchase procedure and?

Small purchase procedure is a simplified method of procurement used for acquisitions below a certain threshold.

Who is required to file small purchase procedure and?

Any organization or individual that needs to make purchases below the specified threshold.

How to fill out small purchase procedure and?

Small purchase procedure forms can be filled out online or submitted in person to the relevant procurement department.

What is the purpose of small purchase procedure and?

The purpose of small purchase procedure is to streamline the procurement process for small acquisitions and ensure efficiency.

What information must be reported on small purchase procedure and?

The information required on small purchase procedure forms includes details of the procurement, vendor information, pricing, and justification for selection.

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