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【正文】 ce will be paid as a nonpurchase order. Nonpurchase order payments require a detailed written justification signed by the department director/division manager or his/her designee and approval by the Purchasing and Contracts Division prior to paymentd. Vendor: Use the pick list or enter the vendor code for the vendor you would like to suggest. The Purchasing and Contracts Division39。s goal is to obtain petition when possible. Therefore, the purchase order may not be issued to the suggested vendor or for the brand specified. The Purchasing and Contracts Division reserves the right to verify quotations obtained by the user department/division or to obtain additional quotes.e. Accounting Distribution: Insert the amount and the entire correct budget line and subobject code (if applicable) to which the purchase is to be charged. Enter the percentage of the order that is to be charged to this account.f. Special Instructions: Use the pick list to insert the code for any special instructions you wish included on the order. You may select up to three special instructions.g. Commodity: Use the pick list or enter the modity code for the items to be purchased. (See Index of Commodities listing enclosed in this manual, Exhibit 2). If the user division does not enter a modity code, the Advantage system will reject the requisition.h. Extended Description: Give a clear description of the item desired as to size, color, type, grade, etc. If the purchase is of a technical nature, generic specifications should be sent to the Purchasing and Contracts Division concurrently with the requisition, indicating the requisition number. In some cases, detailed and technical specifications will be determined by the user Division Manager and Manager of Purchasing and Contracts. Generic specifications shall be mandatory for purchases exceeding the mandatory bid limit. If the item cannot be described, except with a great amount of detail, a brief description should be given followed by the trade name and model of an acceptable item or equal. Requisitions must not provide specifications that will favor one vendor to the exclusion of all others. The Purchasing and Contracts Division reserves the right to challenge any specification supplied by the user department/division. Backup or additional information must be submitted as soon as possible to avoid significant delay in the processing of requisition(s).Additional Remarks: User divisions must state, in description form, the purpose for which the material or service is to be used, if applicable. For example: repairs to County Vehicle 308, 2002 Ford, Model 1900. Such information provides an audit trail, facilitates the keeping of records and reporting of purchases, all of which helps to assure a more efficient operation. If the item or service is a sole source available from only one vendor or and emergency, the reason must be documented on the Sole Source or Emergency Purchase Data Forms via concurrent submission with the requisition. (See Section 4 for sole source and emergency purchase information.) If there are any special instructions to the vendor that are not available through the Special Instructions area listed above, include them at the end of the extended description.9. Quantity and Unit: Insert the quantity of the item that is required and use the pick list or enter the unit of measure for the item, ., EA = each, DZ = dozen, etc.10. Unit Price: Divisions are required to estimate the cost in the unit price. The Purchasing and Contracts Division will verify the cost and make necessary corrections. When the user division is aware that a purchase will exceed the mandatory bid limit, do not obtain price quotes on such purchases.ROUTINGA standard puterized requisition form is to be used to make requests for all purchases and services.Upon receipt of the requisition in the Purchasing and Contracts Division, quotations, bids, proposals, and Board approval (when necessary) for modities or services will be obtained and a purchase order or contract will be issued.GENERAL INFORMATION1. If the requisition is inplete or not properly prepared, the Purchasing and Contracts Division may cancel the requisition and notify the originating division.2. If there are insufficient funds for the purchase, the requisition will not be accepted in the Advantage system and, therefore, cannot be processed.REVIEW OF SPECIFICATIONS OTHER DIVISION APPROVALS REQUIREDPrior to issuance of bids or the processing of a requisition with specifications included, review of the items to be purchased and the specifications for certain modities and services must be made by other divisions within the County to assure open petitive bidding, patibility, standardization and uptodate specifications. The following purchases require coordination with the division/mittee indicated. This listing is subject to change.TYPE OF EQUIPMENT/SERVICE REQUESTEDDIVISION REVIEWComputer Equipment not on County Standards ListInformation Services and Support DivisionVehiclesVehicle Replacement Utilization CommitteeAsbestos Removal/DemolitionRisk Management DivisionNOTE: Please ensure that the above reviews are obtained prior to submittal of the requisition to the Purchasing and Contracts Division.27PURCHASE ORDERS AND BLANKET PURCHASE ORDERS SECTION 3A. PURCHASE ORDERSPURPOSEA purchase order authorizes a vendor to ship and invoice the materials and services as specified. Purchase orders shall be clear, concise and plete. This will prevent any unnecessary misunderstanding during correspondence with vendors. (See Exhibit 3).WHEN ISSUEDPrenumbered, puter generated purchase orders shall be issued upon receipt of a properly authorized requisition, and after receipt of petitive bids, proposal or quotations, determination of whether funds are a