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Newport News Police Department
c. Specifications;
d. Date needed;
e. Unit cost;
f. Suggested vendor;
g. A contact who can provide detailed information on the items sought (provide: name, e-mail &
phone number(s));
h. One vendor quote for the item;
i. Charge code;
j. Delivery location; and
k. Unit to which the item will be assigned.
2. If more than one vendor has been contacted, submit a statement along with the request that provides
the following information for each vendor contacted:
a. Name of the vendor;
b. Date of contact; and
c. Reason for contact, along with pricing information if obtained.
3. Sole Source Purchases – Sole source purchases through a purchase order must follow City policy
guidelines. All sole source purchase requesters must submit a City “Sole Source Request Form.” (To
obtain this form, contact the Financial Management Division.)
4. The appropriate commander will review the request and then forward it to the Financial
Management Division, which will verify funds are available for the request. The Financial
Management Division Manager forwards the request to the Chief of Police for final approval.
a. Computer Equipment and Software
1) Requests to purchase computer equipment and software will be forwarded to the
Information Technology Unit. The Information Technology Unit will review all requests for
possible submission to the City’s Information Technology Department’s Information and
Technology Steering Committee (ITSC) for consideration and approval.
2) The following items are exempt from review by the ITSC. They may be purchased on a P-Card
or purchase order, as approved through the chain of command and after the review and
concurrence of the Information Technology Unit:
a) Keyboards;
b) Monitors;
c) Hard drive replacements and maintenance items to replace existing computer
equipment;
d) Emergency purchases authorized by the Director of Purchasing or designee; and
e) Communication devices such as cellular phones, telephones, or PDAs.
5. Computer equipment and software requests approved for purchase will be processed per the normal
purchasing processes detailed elsewhere in this policy.
6. Financial Management Division personnel will enter the request into MUNIS and forward
supplementary information to the Purchasing Department when it cannot be entered into MUNIS.
a. The Purchasing Department will process the requisition, solicit bids where appropriate and issue
a purchase order to the vendor selected to provide the requested goods or services. As such, there
are special considerations that must be followed:
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