When you receive an award, it will be one of several varieties:
- Purchase Order
- A purchase order is used for a one-time purchase of a definite quantity of goods.
- Term contract
- A term contract is a major contract, used by one or more departments, for large quantities of products or services and usually extending for at least three years. Major examples are fuel, office supplies, and janitorial contracts. The accounting system creates a Citywide Blanket Purchase Order, from which departments make Purchase Order Releases to order the products or services.
- Contract Purchase Order
- For construction, professional services and other transactions, the City prepares a Contract Purchase Order (signed by OCA/ Purchasing with the exception of construction) and a separate contract (approved by the department, the vendor, the City Attorney and OCA/Purchasing). The Contract Purchase Order verifies that funds have been encumbered and so performance can begin. The separate contract provides a detailed description of the duties and responsibilities of the vendor and the City.
- Departmental Blanket Purchase Order
- A Departmental Blanket enables a City department to order directly from the vendor in accordance with the Blanket’s terms. The Departmental Blanket may cover: limited purchases of items not on a Citywide Blanket; monthly charges, such as for copier rental or maintenance.
- Emergency Order
- If an emergency situation arises, OCA/Purchasing may give a department a purchase order number, and the department in turn would call a vendor directly, order what was needed and give the vendor the purchase order number (or OCA/Purchasing may call the vendor directly). A confirming purchase order would follow.
- Departmental Purchase Order (DPO)
- Under OCA/Purchasing’s guidelines, departments may place their own orders for products up to $10,000 (including tax and shipping). Departments are encouraged to solicit competitive bids. A Departmental Purchase Order below $2,500 could be verbal rather than written. For DPOs, the department will deal directly with the vendor, and OCA/Purchasing will not be involved.
Standard Terms and Conditions on Purchase Orders for Commodities and General Services (P-250)
Standard Professional Service Contract Terms (P-500 Form)