Roles & Responsibilities
Who is the default Purchasing Agent?
The Administrative Services Director
What is the purchasing limit for the Collection System Technicians?
$3,000
What type of purchase is never allowed under any circumstances?
Purchases for personal use
What is the District’s default procurement approach?
Open and active competition
Who should staff notify before involving vendors in purchasing discussions?
Finance Division
Who can approve sole source justifications?
The Finance Manager or Administrative Services Director
Who can make purchases up to $10,000?
Department Managers
What might happen to an employee who makes an unauthorized purchase?
They may be held personally liable
When are sole source purchases allowed?
When approved per policy
How should staff act when interacting with vendors?
With professionalism and high ethical standards
Who takes over as Purchasing Agent if the designated person is unavailable?
General Manager
Who can approve purchase orders after department approval?
Finance Manager
Is splitting a purchase into smaller parts to avoid limits allowed?
No
Who can reject bids not in District's interest?
The Purchasing Agent
What should staff do when a product demo is requested?
Coordinate with the Finance Division beforehand
What is the role of Finance Division staff in procurement?
They provide information on procedures, market conditions, and assist with purchasing processes
Are supervisors allowed to split purchases to stay under limits?
No
Does the manual override the ordinance?
No, the ordinance controls
What must not be done when writing specifications?
Limit them to a specific vendor or brand unless legally exempt
Why are vendors considered an extension of District resources?
Because their services reflect directly on the District’s operations and reputation
Who is responsible for vendor relations?
All NapaSan employees
Who sets exceptions to delegated purchasing authority?
The Purchasing Agent
Name one example of an unauthorized purchase method.
Circumventing open-ended purchase agreements or using non-approved vendors
What kind of competition can be used if formal bidding isn’t required?
Informal competitive procedures, if deemed in the District’s best interest
What’s the primary goal of vendor relations?
Develop and maintain good relationships