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APR 26-2001 03:18
ARC PURCHASING
purchasing Department
Ged A. Sams. DlnJCtOr
Mary Bedenbaugh* Purchasing Agent
Doreen Holmes, Supervisor
Room 605 . Municipal Building
5300reene Street - Augusta. Ga. 30911
(706) 821.2422 · FAX (7061 821.2811
r
April 26, 200 1
Attorney James B. WaU
City Attorney
454 Greene Street
Augusta, GA 30903
RE: Bid Item No. 99-042 Unifonn for Sheriff's Department
Dear Jim:
I am in receipt of your letter to Ms. Mary Bedenbaugh directing her to void the following purchase orders:
P39486, P39487 and P39488. Please note that on April 19, 2001 according to the Purchasing
Disencumbrance Summary Report ran at 3:35 p.m., P39486 and P39487 are listed and on that same report
ran at 3:50 p.m., P39488 is listed.
On yesterday, April 25, 2001 when my staff attempted to enter requisitions (for the SheritTDepartment) it
was noted that a block was on this account number 273032110531110. In following nonnal procedures,
the Sheriff Department was notified.
Prior to receiving your memo today (April 26, 2001) the IT Depanment and I were already researching the
problem.
Today) an attempt was made to enter requisitions. Again, we were unable to enter requisitions. 1 again,
attempted to void the above mention purchase orders and received another Purchasin~ Disencumbrance
Summary Report listing tbe above pu~hase orders. With the system sltowiD& all of the above purcbase
orders being voided., again., we made aDd attempted to enter requisitioDs aDd was .aable to do so. At
this point, 1 called Donna Williams to see if there was a block on the system. She explained that a blo~k
was on the system and explained the reasons. The reasons Donna gave me explained what happened
yesterday and today but I'm not sure of what happened to the earlier voids. An in-house audit shows that
we were able to enter requisitions from April 19 through April 24, 2001.
Today as of I ):30 a.m., it appears that all adjustments have been entered. Information concerning the
system blocking system needs to come from Donna Williams. The Purchasing Department can not activate
the blocking system.
~'
Geri Sams
Enclosure
Cc: Commissioner Lee Beard
Walter Hornsby (via telcopier)
RonaJd Strength (viatelcopier)
Donna Williams (via telcopier)
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