Comprehensive procurement checklist
This comprehensive version of a procurement checklist can be adapted by organizations to check internal processes and ensure that all procurement requirements are met. prospective suppliers can also use this checklist to look into meeting possible government requirements for procurement.
What does this form include?
This form contains 27 sections:
AUTHORITY & RESPONSIBILITY
- Is there statutory or ordinance authority for placing purchasing authority with one official or department?
- Does the authorization extend to federally funded programs?
- Does the authorization prohibit delegation of portions of the authority to other units in the government?
Is there a written procurement statute, ordinance, or policy statement...
Does purchasing have written policies & guidelines governing the use in the bid specification of such
PLANNING & SCHEDULING ACQUISITIONS
- Is the purchasing department included in all top-level planning affecting future procurement practices or needs?
Does purchasing have written instructions governing itself or using departments and agencies...
Does the purchasing department use market research to secure economic information which may affect pu
Does purchasing use for satisfying requirements contracting methods such as...
Does purchasing...
COMPETITION
- Does a statute, ordinance, or regulation require purchasing to use competitive procedures for acquiring supplies, materials, equipment, and services other than professional?
Does purchasing..
In securing formal bids for contract purchases, does purchasing...
Is there a provision defining the special procedures to be followed when competitive procedures are n
STANDARDIZATION & SPECIFICATIONS
- Does purchasing standardize items commonly used by two or more departments or agencies?
- Is there a central stockroom from which all departments & agencies are required to draw supplies & equipment?
- Is there a catalog of items available from the stockroom?
- Does purchasing require written justification for item acquisition outside the stockroom standard?
- Where specifications are prepared for special items or services by departments & agencies, does purchasing have the power to review, modify, and approve them?
- Are brand names avoided or expressly stated to be only descriptive (identifying salient features) and not restrictive?
- Are performance specifications rather than prescriptive specifications used?
- Does purchasing consider using commercial standards, or specifications developed by the Federal, State, or other local government units and found acceptable, in lieu of developing its own specif i-cations?
- Does purchasing use qualified product lists or lists of acceptable brands as an alternative to developing its own specifications?
- Are there written criteria covering procedures for placing and removing products and brands from these lists?
INSPECTION & TESTING
- Does purchasing have the authority to establish and oversee a program of inspection of deliveries to insure that items delivered meet specifications?
- Are there written instructions governing receipt & inspection of deliveries?
- Does purchasing routinely monitor the inspection program?
Has there been a determination as to...
Does purchasing participate in the inventory procedures of the government to insure that...
PROPERLY MANAGEMENT
- • expendable property is properly controlled?
- • nonexpendable property is:- identified?- assigned for accountability to specific units of government?
- • periodic inventories of expendable and nonexpendable property are taken?
- Does purchasing secure a copy of the inventory documents for all units of government so that it may identify equipment which may be available to reduce or eliminate purchase of additional items?
- Is purchasing assigned the authority to supervise the surplus and scrap programs?
- Are spot checks made and records kept of equipment utilization?
Does purchasing have written procedures for...
Does the local government encourage the purchasing officials and technical staff...
PROFESSIONAL DEVELOPMENT
- • to keep current with procurement trends (e. g., affiliate with professional purchasing associations)?
- • to secure formal training and education as a supplement to their job-acquired knowledge?
- Does the local government provide support for (1) & (2) above by providing funding?
If there are no statutory prohibitions, does purchasing...
COOPERATIVE PURCHASING
- • enter into joint or cooperative purchasing agreements with other local government?
- • purchase from State contracts?
- • have a program for continually searching for ways to increase potential savings through increased use of cooperative pur-chasing arrangements?
- Where cooperative purchasing is used, does purchasing have a program for evaluating any additional costs involved to determine whether the total costs may be higher than costs of buying separately?
AUDIT & EVALUATION
- Is there an internal or external audit of the procurement system to evaluate the effectiveness or economy with which it is making purchases?
- Are annual performance goals, both quantitative and qualitative, established for the purchasing unit?
- Does purchasing report periodi-cally on its performance?
- Is management required to measure the purchasing organization's performance?
Which of the following indices are maintained or otherwise available to monitor purchasing activities
other? Specify
Comments/Recommendations
Prepared by: Full Name and Signature
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