7165-1

Purchasing, General Policy
See document history

In order to establish the criteria and methodology used by the Department for the purchase of goods, services and equipment, the following policy has been adopted in compliance with the rules and regulations of the Department of Administrative Services. This policy outlines the basic principles used in the purchase of those commodities, other than professional and personal employment services as defined in Georgia Code Section 50-5, regardless of the acquisition method.

  1. Purchasing Authority

    The Department's authority to purchase the goods, services and equipment needed to carry out its mission is set out in Georgia Code Section 50-5-51 which states in part that the Department of Administrative Services (DOAS) is charged with the responsibility for all state purchasing and that it is "to establish and enforce standard specifications which shall apply to all supplies, materials, and equipment purchased or to be purchased for the use of the state government for any of its departments, institutions, or agencies."

    DOAS has delegated a portion of this authority to the Department in order to conduct certain purchasing business. The level of authority delegated to the Department, currently one hundred thousand dollars ($100,000.00), is known as the Agency Delegated Purchasing Authority (DPA). The Office of General Support Services is charged with the responsibility for management of the Department's purchasing operations. The DPA level delegated to the various DOT offices is contained in the Department's purchasing procedures in the Manual of Administrative Procedures.

    Department Administrative Managers with delegated purchasing authority as shown in MAP 12-4 shall make every effort to ensure that Procurement Officers and others who have purchasing responsibility make purchases in the most economical, efficient manner while being in full compliance with state law and the policies and procedures established by DOAS and the Department. DOAS publishes and maintains the Georgia Procurement Manual (GPM), as the primary source document for state agency purchasing. The most current GPM will be used as reference and is available on the DOAS website. Departmental employees involved in purchasing should be fully familiar with the GPM. In addition to the guidance provided in the GPM, the Department has established its own policy as set out in this statement and others for Equipment purchases, Open Market Requisitions, Leases, Service and Maintenance Agreements.

  2. Companies Owned by State Officials or State Employees

    Georgia Code Sections 45-10-22 and 45-10-23 set out prohibitions concerning state agencies transacting business (including purchases) with companies owned by a state official or state employee. It is generally unlawful for an agency to transact business with a company owned by one of its own employees. For guidance, contact the Office of Legal Affairs.

  3. Delegation of Purchasing Authority

    Within the Delegated Purchasing Authority (DPA) to the Department by DOAS, the Department has in turn delegated various levels of purchasing authority to the Districts and Offices as shown in the Manual of Administrative Procedures.

    All other offices and units will submit their purchase requests to the Procurement Office, General Support Services using the Internal Purchase Requisition (IPR) for purchasing support.

  4. Signature Requirements

    For DPA purchases, the signature of the Procurement Officer or other employee with purchasing authority is required. A sample of the authorized signature must be on file at DOAS and General Office Procurement on the authorized signature list prior to signing in the Procurement Office area of the Purchase Order. When a Purchase Order is being utilized it should be issued prior to making the purchase.

  5. Manager's Responsibility

    Managers shall make every effort to ensure that all Department purchases are made in accordance with the GPM and Department policy. Staff with procurement responsibilities should be properly trained.

  6. Competitive Charge

    Department staff with purchasing responsibility is charged with obtaining needed supplies, materials, equipment and services of good quality from responsible sources at the lowest price from required quantities of vendors with the designated ratio of minority business participation.

  7. Purchasing Methods

    1. PeopleSoft Purchasing: See the Manual of Administrative Procedures.

    2. Purchasing Card: See the Manual of Administrative Procedures.

    3. FleetAnywhere Purchasing: See the Manual of Administrative Procedures.

    4. Fuel Card Purchasing: See the Manual of Administrative Procedures.

  8. Payment Terms and Discounts

    In order to be in compliance with the Governor’s executive order for prompt payment, the Department will pay vendors within 30 days as required. Vendors may offer further discounts on price if payment is made within a certain number of days. This is sometimes referred to as a cash discount or prompt payment discount. The start date to calculate prompt pay or discounts is from the date a properly prepared invoice to the “Bill to” address is received or the date the goods or services are received and accepted as meeting specifications, which ever occurs later.

  9. Other Procurement Procedures

    Document History:
    Return to top of document

    Return to TOPPS home page