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Newport News Police Department
ADMINISTRATIVE MANUAL
ADM-430 – PURCHASING AND REQUISITIONING
Amends/Supersedes: ADM-430 (09/27/2021) Date of Issue: 03/18/2024
I. GENERAL
A. Purchasing Cards (P-Cards) allow the City of Newport News to procure small-dollar goods and services.
Generally, P-Cards can be used for items that are $5,000 or less.
B. Items and services costing more than $5,000.00 must be requested through the City’s Purchasing
Department by submitting a purchase request through the chain of command. If the request is approved,
the Police Department’s Financial Management Division or other designees will enter it into MUNIS to be
processed by Purchasing.
C. The Department will maintain a central stockroom, maintained by the Logistics Division, in which office
supplies, forms, and other high-volume items can be requisitioned. The central stockroom’s normal
hours of operation are 0730 - 1630 hours, Monday through Friday. [17.3.1 (b)]
II. PROCEDURE
A. P-Card Purchases
See Also: City’s P-Card Policy & Procedure
1. If items or services to be purchased are $5,000.00 or less, the individual desiring to obtain the items
or services must:
a. Indicate whether the items purchased are under an established City or cooperative contract.
b. Contact vendors to determine the best price for the items desired. Shopping is recommended but
not mandatory if the purchase price is $2,500 or less. If the initial price quoted seems high, the
item should be shopped. If the purchase price is between $2,501 and $5,000 (to include the cost
of air travel and rental vehicles), four price quotes are required, including two quotes from small,
woman, and minority-owned (SWAM) businesses, if possible. During any purchase process,
consideration should be given to the price of the item, the service provided during and after the
purchase, and the proximity of the vendor when determining a recommended vendor. [17.3.1(c,d)]
c. Sole source P-Card purchases (those over $2,501 and less than $5,000) may be made if only one
source of goods or services is available.
d. The Department representative must provide an appropriate purchase charge code after
ensuring adequate funds are available.
2. Upon receiving the request, commanders will: [17.3.1(a)]
a. Approve or disapprove the request.
b. If approved, the request will be purchased by an authorized P-Card holder per the P-Card SOP
and the City’s P-Card Policy & Procedure.
B. Purchase Orders
The purchaser must obtain a purchase order, working through the Financial Management Division,
before committing to any purchase.
1. Individuals must submit a written request or e-mail. It will be forwarded through the chain of
command to the appropriate Assistant Chief of Police and will include the following information:
a. Quantity;
b. Product description;
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