The Purchasing Department
I. THE AGENT:
Just what is a local government purchasing agent?
What are the qualifications necessary to perform the job? Are they professionals
or amateurs? This information is as necessary to you as the local government
regulations and manual. You should take the time to find out whom you will be
dealing with so that your strategies in future transactions will be most
effective. Purchasing agents have usually been in the purchasing field for
years, know all the tricks, have ready answers to all of your questions, run an
efficient office and do not yield to vendor pressure. If you find one of these,
go by the book. Do your homework and bid frequently. Pressure against this type
is normally ineffective. Your best approach is to play it by the numbers and
appeal to ethics, the purchasing regulations and the extras added to your bid.
This type tends to frequently award to the "most responsive and responsible low
bidder".
II. THE STAFF:
Purchasing staffs vary as much as local government
regulations depending on local government policies and the type of agent in
charge. Some local governments, by using decentralization techniques, can handle
a volume of forty million dollars a year with a purchasing staff of four or
five; others who follow the total centralization of procurement theory, require
up to twenty five persons in the purchasing office to handle the same dollar
volume. The purchasing staff usually consists of one or two buyers, the same
number of clerical staff and the agent. The small office staff usually relies
heavily on the expertise of the using agencies in developing specifications and
making bid awards. These offices usually have purchasing staffs who are aware of
any problems and will welcome constructive criticism and offers of assistance to
correct problems.
The general approach to take in offices such as this is one of "support" to
the agent, offering assistance in identifying and correcting specifications or
award recommendations. This type of office will normally allow indiscriminate
contact with the using agencies and will cooperate in identifying the using
agency key personnel for your contacts. Sherry McMillan-
Purchasing Officer Anita Perrow- Assistant
Purchasing Officer
Damara Mitchell- Specialist
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