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MAR-06-2002 22:28
ARC PURCHASING
P.02/11
Purchasing Department
Geri A. Sams, Purchasing Director
Room 605- Municipal Building
530 Greene Street - Augusta., GA 30911
(706) 821-2422 - FAX (706) 821.2811
To: Departlnent Directors-Reel, Jail, Phinizy Road
FrOl11: Geri A. Sams
Re: Process cllange for weekly groceries
Date: Wednesday, March 6, 2002
Beginning May 1, 2002, the Purchasing Department will relinquish its duties of ordering
groceries to the following depmtments: RCCI, Sheriffs Department, and Phinizy Road.
These user departments will be responsible for faxing the orders/requests to the vendors,
ordering the groceries, and preparing the requisitions (entering it into the IFAS system).
This new procedure will be discussed in your training Apri11-5, 2002.
The following is a schedule that all departments should heed in order to achieve the best
results:
Monday-The Department will fax grocery order(s) to vendors (See attached list).
. ALL vendors Inust receive a copy of order(s).
. Faxes must be sent on Mon~ay. before 2:00 p.m. to the vendors.
. It is ilnportant that the following is included with the grocery order(s):
requisition number, delivery date, location of delivery, and contact person for
delivery.
Wednesday-Vendors ntustfax quotes back by 4:00 p.ln. to the PurcIJaS;"g Departl1zent;
this is to ensure cOlnpetitiol1, an1.0ng the vendors. NO EXCEPTIONS after 4:00 p.17t.
Th.ursday- The Purchasing Department will fax the quotes to the user departments by
10:00 a.ln. From this point, the departments will have the quotes and they will order the
groceries.
. Corrections to requisitions should take place at the user department level prior
to the final approval of the Departlnent Head.
. If any probJelns arise or corrections are l1eeded the user departmellt will
rectify the probleln with the vend~r and place t~e order accordingly.
Final Step-Purchasing will only be respol1Sible for the approval of the requisitioJl
submitted electromcally and the execution of the purchase order.
Purchasing will need a contact person .and a fax lluniber within the departlnent.
Cc: George Kolb, Walter.Honlsby, and Fred Russell
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