DOCUMENT

MODL - Standard Operating Procedures 2008

  • YEAR CREATED: 2008
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: MODL - Model, Templates
This document provides detailed guidelines for creating requisitions for goods and services in a County organization. It emphasizes the requirement for all requisitions to be submitted electronically, with specifications attached as a word.doc file. The document outlines two types of requisitioning documents that can be used by all departments and provides specific procedures for requisitions related to motorized equipment, computer hardware/software, and annual contracts. The document highlights the importance of including specific details in the requisition, such as appropriate funding line, commodity code(s), description of supplies or services needed, and quantity required. It also mentions that the Purchasing Agent has the authority to revise requisitions if they are not in the best interest of the County or if further review is necessary. Examples of reasons for rejecting requisitions are provided, including unavailability of funds, existing stock or contracts that can fulfill the request, lack of approval for certain types of requests, missing specifications or justification, and unapproved emergency requests. Furthermore, the document discusses the development of technical specification documents and the involvement of the User Department and Purchasing in the process. It emphasizes the need for specifications to promote overall economy and encourage maximum competition. The Purchasing Agent has the authority to verify the economy and lack of undue restrictions in the specifications. The document also outlines the steps for the User Department to compile a draft bid/RFP document and involve support agencies in the review process. It mentions the requirement for public notification (advertisement) for solicitations exceeding $50,000, which should be advertised in the legal organ of the County. The document specifies that the advertisement should be published on the County's Bid Opportunity website, the Georgia Procurement Registry, and in newspapers and local publications. It provides details on the information that should be included in the public notice, such as a description of the procurement, information on obtaining solicitation documents, and details of pre-bid/pre-proposal conferences and bid openings. Additionally, it mentions that solicitations exceeding $50,000 require a specific process.
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