OFFICE PURCHASING AND CONTRACTING PROCEDURES MADE SIMPLE Simplified Processes to Effectively Regulate any Organziation's Buying, Purchasing, and Contracting Activities for Equipment, Materials and Services.

This Purchasing Policy Manual Package comes complete with the following useful templates to give even the most inexperienced person the tools to be a proficient Buyer:

Exhibit 1 – Material Requisition
Exhibit 2 – Contract / Consulting Agreement Requisition
Exhibit 3 – Commercial Evaluation Form
Exhibit 4 – Authorized Employee Purchasing Policy Acknowledgement
Exhibit 5 – Sample Insurance Certificate
Exhibit 6 – Open & Planned Contract / Purchase Order Inquiry Register
Exhibit 7 – Contract / Purchase Order Status Register
Exhibit 8 – Justification for other than Full & Open Competition
Exhibit 9 – Award Recommendation /Commitment Authorization Form
Exhibit 10 – Contractor Release of Lien Affidavit
Exhibit 11 – Contractor Non-Collusion Affidavit
Exhibit 12 – Contractor Notification of Pending Backcharge

People making buying decisions for a company need to know how to professionally convey their requirements to Bidders in a manner that ensures the winning proposal is thorough, complete and competitive.

Purchasing Materials, Supplies, Equipment and Services effectively is essential to an organization’s overall success.

The Manual’s Introduction Section clearly outlines purchasing responsibilities in a typical organization and can easily be edited to fit the unique needs of your organization. The balance of the manual is set up as a reference manual containing set-by-step processes for each stage of the buying cycle.

This Office Purchasing Procedures Manual is a comprehensive instructional manual that can be quickly customized to serve as a guide for soliciting bids for simple and complicated requirements.

All the documents are created in MS Word™ and Excel™ format so you can find and replace terms to match your current procurement and administrative processes. The finished documents can be easily published either electronically or by traditional methods.

Start at the beginning, read each section, evaluate its relevance, revise as needed, save, print and issue.

The Manuals Table of Contents:

INTRODUCTION     
            General Notes
            Stocked and Commonly Purchased Items
            Documenting the Process
            General Roles and Responsibilities
            Purchasing Activities Required Based on Value
            Administrative and Purchasing Contacts

CODE OF CONDUCT
            General
            Authorized Employee and Company Buyer’s Responsibility

INSURANCE
            Requirements
            Procedures

PLANNING, INQUIRY & EVALUATION ACTIVITIES
            PURCHASING AND CONTRACTING PLANNING
                        Purpose
                        Planning Documents
                        Prioritizing Requirements
                        Purchase Order / Contracts Status Register
                        Taxes
            MATERIAL REQUISITIONS & REQUEST FOR CONTRACTS
                        Material Requisitions
                        Contract / Consulting Agreement Requisition
            DEVELOPMENT OF BIDDERS LIST
                        General
                        Finding & Qualifying Bidders
                        Debarred, Suspended and Ineligible Firms
            SOLICITATION
                        Specific Form and Content of Solicitations
                        Types of Solicitations
                                    Purchasing and contracting Activities under
                                    $1,000 (Usually Informal Solicitation)
                                    Purchasing and contracting $1,000.00 Or More
                        Pre-Proposal Conference or Pre-Bid Conference
                        Addendum or Amendment of Solicitation
                        Cancellation of Solicitations before Opening
                        Responses to Solicitation
                        Receipt and Handling of Bids or Proposals
                        Late Proposals or Modifications to Proposals
            BID EVALUATION AND AWARD RECOMMENDATIONS
                        General
                        Delivery of Bids/Proposals
                        Distribution of Bids/Proposals
                        Commercial Evaluation
                        Terms of Payment
                        Terms of Shipment
                        Selections Based Solely on Price
                        Selection Not Based Solely on Price
                        Technical Evaluations
                        Award Recommendations

TYPES OF AGREEMENTS
            TYPES OF PURCHASE ORDERS AND CONTRACTS
                        General
                        Selecting an Agreement Type
                        Fixed-Price Purchase Orders and Contracts
                        Cost-Reimbursement Purchase Orders and Contracts
                        Time and Materials Agreements
                        Other Types of Agreements

POST-AWARD PURCHASING AND CONTRACTING
                        General
                        Informal Contracts
                        Formal Contracts
                        Technical Documents and Data Transmittal     
                        Backcharges
                        Affidavits for Contractor

GOVERNMENT REGULATIONS
            General
            Debarred, Suspended and Ineligible Firms
            Government Laws & Regulations

PROGRESS PAYMENTS
            General
            Determining the Need for Progress Payments
            Processing Invoices

PATENTS, DATA, AND COPYRIGHT PROVISIONS

INTERNATIONAL PURCHASING AND CONTRACTING
            General
            Terms and Conditions
            Duty-Free Entry
            Foreign Exchange Purchases
            Import and Export Control

GENERAL ADMINISTRATION
            General
            Maintaining Contract Files & Insurance Certificates
            Coordinating Communications
            Monitoring Contractor Performance
            Safety
            Acceptance or Rejection of Work
            Mobilization and Demobilization
            Claims
            Liens
            Claims against Contractors
            Nonperformance by Contractors 
            Lawsuits

EXPEDITING
            Responsibilities      
            Sources of Information
            Procedures

MODIFICATIONS AND CHANGE ORDERS
            GENERAL
                        Changes
            TYPES OF CHANGE ORDERS
                        Administrative
                        Unilateral
                        Bilateral
            GUIDELINES AND PROCEDURES
                        General
                        Routine Changes
                        Emergency Changes
            REASONS FOR CHANGE ORDERS
                        Design Changes
                        Changed Conditions
                        Administrative Changes
                        Constructive Changes
                        Additional Work       

CONTRACT AND PURCHASE ORDER TERMINATION
            GENERAL AUTHORITY FOR TERMINATION
                        General
                        Authority to Direct a Termination
            TYPES OF TERMINATION ACTIONS
                        Withdrawal or Cancellation          
                        Termination for Default
                        Termination for Convenience
                        Stop Work Orders

PURCHASING AND CONTRACTING FILES
                        General
                        Individual Transaction Files
                        Purchasing and Contracting Filing System
                        Retention of Files

CONTRACT AND PURCHASE ORDER CLOSEOUT
                        Formal Closeout
                        Acceptance or Rejection of Work
                        Contractor or Vendor Evaluation

DEFINITIONS & TERMS

EXHIBITS