Finance Department,
  Procurement Services
  550 Main Street, Room 100
  Hartford, Connecticut 06103
  (860)543-8555
 

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PROCUREMENT CHECK LIST top

Up to $2500.00  
Up to $10,000.00
Up to $25,000.00  
$25,000.00 and over  
Any Amount - Emergency  

Lead times are from date scheduled on the procurement calendar for items NOT already on contract

 Up to $2500.00        

Estimated lead-time before placing order with supplier -- Same day.

·        Use a Procurement Card
             Or
·        Create and issue a purchase order. 

On the purchase order be sure to completely describe the item, indicating the cost, account number, and supplier.  Print the PO, have the Department Head sign it, and give it to the supplier.

Be sure the supplier references the PO number on their invoice and send to the Pre-Audit Office for payment. 

NOTE:  Procurement Cards and purchase orders at this level are to be used for small one-time purchases using contracted suppliers when available.  

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 Up to $10,000.00

Estimated lead-time before placing order with supplier – 3 days. 

$       Initiate a competitive event (i.e. request for quotes or reverse auction) via RFP Depot http://www.rfpdepot.com/DPX/ct/hartford.  Please use the Quote Template available through Procurement Services If you choose not to use this on line service.

$       Issue an award to the lowest responsible supplier that meets your requirements.

$       Create and issue a purchase order including:

__ cost;
__ the account number;
__ a detailed description of the item and
      required capabilities ;
__ when the item will be needed;
__ a reference to the competitive event number

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Up to $25,000.00

Estimated lead-time before placing order with supplier – 7 days. 

$       Initiate a competitive event (formal bid or request for proposals via RFP Depot: http://www.rfpdepot.com/DPX/ct/hartford

$       Issue an award to the lowest responsible supplier that meets your requirements.

$       Create and issue a requisition.  Be sure to include.  __ amount of funds available for the purchase;

__ the account number;
__ a detailed description of the item and
     required capabilities;
__ when the item will be needed;  

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$25,000.00 and over

Estimated lead-time before placing order with supplier -- 5 weeks (10 weeks if a formal contract requiring legal review is required). 

$    Initiate requisition including:

__ amount of funds available;
__ the account number;
__ a brief description of the item and required
      capabilities ;
__ indicate when the item will be needed;

$    Forward detailed **specifications, be sure to reference the requisition number;  

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 Any Amount - Emergency

Estimated lead time -- Immediate

An emergency condition threatens public health, welfare, or safety.  Such a condition creates an immediate and serious need for supplies, services, or construction that cannot be met through normal procurement methods and lack of which would seriously threaten:

(a) the functioning of City government;
(b) the preservation or protection of property; or
(c) the health or safety of any person. 

Refer to the EMERGENCY PROCUREMENT information on the reverse side of the EMERGENCY PURCHASE DOCUMENTATION FORM for specific information on procedures. 

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