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Purchasing Cycle
Steps in the Purchasing Cycle
Question | Answer |
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Purchasing Cycle Step 1 | The student fitness center staff and the department of purchasing hold a strategic planning meeting to discuss requirements for the student fitness facility. |
Purchasing Cycle Step 2 | The student fitness center staff determines that they need new strength training equipment. |
Purchasing Cycle Step 3 | The student fitness center staff verifies with the department of management and budget that funds are available for the new equipment. |
Purchasing Cycle Step 4 | The fitness center staff works with purchasing to develop a specification for the equipment they require. |
Purchasing Cycle Step 5 | The fitness center staff submits the specification and a requisition to purchasing. |
Purchasing Cycle Step 6 | Purchasing reviews the specifications and the requisition for clarity and completeness. |
Purchasing Cycle Step 7 | Purchasing evaluates the requirement and determines the most appropriate procurement method. |
Purchasing Cycle Step 8 | Purchasing sends the draft solicitation to the fitness center staff for review before issuance. |
Purchasing Cycle Step 9 | Purchasing issues an invitation for bid for fitness equipment. |
Purchasing Cycle Step 10 | Purchasing holds a pre-bid conference and conducts a site visit at the student fitness center. |
Purchasing Cycle Step 11 | Vendors submit bids to the purchasing department who locks them in the safe. |
Purchasing Cycle Step 12 | Purchasing conducts a bid opening. Bids are opened and the names of the bidders are read and recorded. |
Purchasing Cycle Step 13 | Purchasing prepares a bid tabulation and reviews the bids for conformance with the solicitation requirements. |
Purchasing Cycle Step 14 | Purchasing forwards the bids to the student fitness center staff for their review for conformance with specifications. |
Purchasing Cycle Step 15 | Fitness center staff recommends the lowest, responsive, responsible bidder meeting the specifications. |
Purchasing Cycle Step 16 | Purchasing confirms the low bidder is responsible and make the contract award. |
Purchasing Cycle Step 17 | The contractor delivers the equipment to the student fitness center. |
Purchasing Cycle Step 18 | Contractor submits an invoice for processing and the department of finance processes the invoice for payment. |