ART - Purchasing Procedures Manual 2002

The document is the Purchasing Procedures Manual for the City of Alexandria, Virginia. It outlines the purpose, authority, applicability, policy, definitions, exemptions, responsibilities, and changes related to the purchasing process for goods, services, construction, and insurance needed by city departments. The manual is authorized by Administrative Regulation 5-1 and is based on the Virginia Public Procurement Act, the City Charter, and the City Code. The Purchasing Division is responsible for coordinating and implementing these procedures. The manual emphasizes fair and equitable treatment of all parties involved in procurement transactions and prohibits the disclosure of competing proposals. Violation of the Code's provisions can result in disciplinary or criminal action. The document also provides definitions and exemptions related to purchasing. The City Manager, Assistant City Manager for Financial and Fiscal Affairs, Director of Finance, and Department Heads have various responsibilities in the purchasing process. The manual encourages individuals to recommend changes and provides contact information for the Purchasing Agent. Chapter 2 of the manual focuses on the purchasing cycle, which includes activities such as recognizing the need for goods or services, preparing descriptions and requisitions, determining the procurement method, soliciting bids or proposals, reviewing and selecting the best offer, issuing purchase orders or contracts, receiving goods or services, making payments, and disposing of goods.