As per Chapter 12, Article II, Sections 8-12 of the Oshkosh Municipal Code the Purchasing Division is responsible for the purchase, rental, sale and disposal of equipment, supplies, services, minor construction, repairs, or minor maintenance of real and or personal property for the City. The Purchasing Division’s primary responsibility is to coordinate purchases that obtain the best value for the tax dollar while ensuring: 1) availability, 2) quality, and 3) price consistency with the needs of the City.
The objective of these policies and procedures is to provide a foundation for effective, consistent, and complete consideration of all aspects of the procurement task for the City of Oshkosh. Specific objectives include:
Ensuring the fair and equitable treatment of all suppliers and persons who deal with the purchasing process;
Fostering public confidence in these purchasing procedures through the use of modern, professional and ethical business methods;
Ensuring compliance with applicable state and federal laws;
Securing the advantages and economies derived from a centralized and standardized purchasing system;
Continuously reviewing existing procurement polices to adapt to the many differing and evolving needs of City end users;
Managing the disposal and sale of City surplus items;
Promoting the acquisition of environmentally-friendly products and services that support City sustainability efforts and initiatives.
III. PURCHASING DIVISION RESPONSIBILITIES
The Purchasing Division responsibilities include:
1. Policy Adherence - Ensuring that all City of Oshkosh employees follow the purchasing policies and procedures.
2. Delegation of Authority - Training personnel and monitoring purchasing activities of departments that have been granted delegation of authority. Any department granted authority from Purchasing must adhere to these policies and procedures; otherwise, Purchasing may rescind, if appropriate, the delegation of authority. Departments will be subject to audit by Purchasing staff.
3. Consulting Services - Providing consulting services to assist departments both in (a) understanding and (b) executing the purchasing processes. Among the services offered:
- Training personnel on purchasing policy and procedures;
- Offering advice in the initial planning stages when capital improvements or non-standard purchases are being considered;
- Helping develop a statement of work for a bid or request for proposal;
- Assisting with supplier interviews;
- Helping write specifications to ensure they are properly prepared to avoid potential problems;
- Determining the best method of source selection, including consideration of other factors than price when determining the award. Price, however, will always be a factor.
4. Distribution services - Providing advertising and bid distribution services, both printed and electronic.
5. Solicitation response review - Reviewing responses for compliance with terms and conditions, as well as technical specifications. This is especially important when suppliers offer material deviations.
6. Professional standards - Maintaining and enhancing professional image while conducting purchasing activities; includes observance of proper professional standards, NIGP/WAPP ethics and integrity.
7. Surplus property - Disposing of surplus property through competitive sealed bidding, public auction, Osh-Buy or trade-in process. If the value of an item is known to have no value it will be disposed of in a refuse collection system.
8. Supplier issues - Contacting suppliers for issues that require remedies, such as protests, purchase order improprieties, performance and legal situations.
9. Contracting services - Performing services as a contracting officer, working cooperatively with other department project leads. Purchasing will administer blanket orders or multi-year contracts initiated by the Purchasing Division.
10. Purchasing Card (P-Card) Program - Promoting, administering and monitoring the purchasing card policies and procedures.
11. Final supply source - Determining the final source of supply, subsequent to review and consultation with the originating department.
12. Supplier relationships - Initiating and maintaining effective and professional relationships with current and potential suppliers.
13. Communications - Maintaining open communication both internally and externally.
14. Management reporting - Reporting to management any significant economic condition or change to the city’s long-term and short-term purchasing interests.
15. Visitor treatment - Providing prompt and courteous treatment to all caller and visitors involving purchasing activities.
16. Supplier evaluation - Maintaining primary focus on supplier performance, including punctual, complete and satisfactory delivery of goods and services.
17. Cooperative contracting - Contracting for the purchase of supplies, materials and/or equipment without regard for further competitive bidding if the purchase is through:
- A national/state/municipal association’s purchasing alliance;
- A cooperative created by a joint powers agreement.
NOTE: Before either of the above are used purchasing staff will verify that competitive bids or quotes were solicited.
18. Supplier discipline - Debarring or suspending a supplier for consistent failure to comply with contract terms and conditions or failure to reimburse the city for any costs incurred while resolving a default will occur after:
- Reasonable notice has been provided, and
- Discussion with the City Attorney’s Office.
19. Recycled materials - Supporting and promoting use of recycled material when appropriate.