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Purchasing Cycle

Steps in the Purchasing Cycle

QuestionAnswer
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.
Created by: slslavely
 

 



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