Purchase
Orders
Purchase orders are mailed or faxed directly to
vendors by Contract & Procurement whenever the necessary conditions
are met. Each requisition is evaluated based on the product(s) or
service(s) being requested and the total value. Requisitions that
are generally processed into a purchase order immediately (3 to
4 workdays), without bidding, are as follows:
-
Requests for supplies or equipment that
total $3,500 or less
-
Supplies, equipment, computer hardware, etc.,
ordered from existing CMAS Contracts, State Price Schedules,
State Printing or State Stores.
It is important that the department document any
instructions to the buyer in the Header Comments Panel of the Requisition
form (i.e. ‘Department Pick-up’, ‘Invoice to follow’,
‘Rush’, etc.). These instructions will help expedite
the order.
Purchases under $3,500
For purchases under $3,500, we will normally use
the vendor suggested on the requisition (the buyer has the option
of ordering from another vendor if deemed appropriate).
Purchases between $3,500 and $50,000 (Informal
Bid)
For requisitions more than $3,500, but less than
$50,000, an informal Request for Quote (RFQ) is solicited by the
Purchasing Office. Pricing may be obtained or verified by a written
bid (mailed or faxed) or by telephone. Departments are advised to
document any vendor(s) they would like included in the bid process.
If you have already obtained quotes, please submit that information
with your requisition. This will greatly reduce processing time,
and prevent the buyer from duplicating work you have already done.
Purchases over $50,000 (Formal Bid)
A formal Invitation for Bid (IFB) must be solicited
for requisitions totaling $50,000 and over for all products. The
average processing time of an IFB or Request for Quote (RFQ) is
four to six weeks before a purchase order is issued. Adequate time
must be allowed by the department for the bid, evaluation, award,
and delivery of the purchase order. It is therefore, very important
that the description(s) and specification(s) be clear and precise.
(Exceptions to this rule are found under "Single Source Purchases."
Under extraordinary circumstances, authority to
make an emergency purchase may be obtained. Under no circumstance
should faculty or staff circumvent University Purchasing procedures
by ordering directly from a vendor without receiving authorization
from C&PS. Requisition numbers or bid numbers are never to be
given to vendors as purchase order numbers.
If the PeopleSoft system is down, call x6-2232
and explain the need for an emergency purchase. You will be given
instructions on how to proceed. If PeopleSoft is available, the
department needs to first enter and approve a requisition in the
system. Once entered, call the appropriate Buyer (see list of Commodities
by Buyer) and explain the need for an emergency purchase. If
approved, the department will be given an emergency purchase order
number.
If a department has a requisition that needs to
be placed in a short time, it is recommended the department indicate
"Please rush order, needed by (date)" in the Header Comments
panel. It is also advisable to notify C&PS at x62232 so immediate
action can be taken.
A justification for single source must be included
with the requisition submitted by the department, if applicable.
The justification must fall under one the categories set forth below:
Sole Source Justification
A Sole Source justification would be used if no other contractor
can provide the needed product or service.
Sole Brand Source Justification
A Sole Brand justification would be used if a specific item
were needed which more than one vendor could provide (Sole Brand
requirements will be bid).
The following list are possible justifications for a single source
purchase:
-
Only a particular brand or make will be
compatible with the existing equipment or inventory already
located in the department
-
There is only one known source for a specialized
piece of equipment or material
- There is only one contractor capable of providing the needed
service.
If a department believes their situation fits one
of these cases, please complete the Sole
Source Justification memo outlining the specific reasons for
this request. The memo must include a clear statement of the unique
performance factors of the product or vendor specified, why those
unique factors are required, and what other products or vendors
were evaluated and the reasons for rejection. State Law requires
that CPSU obtain competitive prices and not restrict competition
unless it has substantial justification to do so.
Additional Types
of Purchase Orders
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