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Now You're a City Vendor
Purchase Orders
A purchase order or contract is vital to doing business with the City; it is your guarantee that you will be paid. A vendor must be registered in the purchasing/accounts payable system prior to issuance of a purchase order. A purchase order must be issued prior to ordering the item. Purchases for certain commodities may be made as a confirming order by the individual departments as long as the proper quotations have been obtained by the department. Purchases of services of ANY amount require that a signed contract be in place due to insurance and other legal requirements.

Emergency Purchases
There may be times during an emergency when an order must be placed after hours or on weekends (times when the Procurement office is normally closed). Be assured that true emergency purchases at such times without a purchase order or contract will be approved. However, you are required to obtain the individual’s name and department, and if the order is placed in person, be sure to request the employee’s identification such as an Arizona Driver’s License. City staff will contact you the following workday or soon thereafter and provide you the purchase order number.

Change Orders
Any changes to contracts or purchase orders must be in writing and authorized by the City. Change orders for formal contracts that exceed the lesser of 10% or $100,000 must be approved by the City Council. Contractors are cautioned NOT to commence work not specifically authorized in the approved contract without express approval by the appropriate City official. Department staff are not authorized to make changes to a purchase order without the approval of the Procurement Office.

Billing and Payment
Check Book
The purchase order number must appear on all invoices, shipping tags and all correspondence relevant to the order. Payment is made after receipt of invoice and delivery and acceptance of the material as specified on the purchase order. The City makes every effort to pay all invoices within thirty days of receipt of invoice and acceptance of the order.