Alabama State University Procurement Department ...

[Pages:4]Alabama State University Procurement Department - Purchasing & Bid Procedures

BIDS: With the exception of contracts for public works whose competitive bidding requirements are governed exclusively by Title 39, According to Alabama Bid Law, any request for like or similar products and/or services which total $15,000 or more within a fiscal year must be competitively bid. The University is considered one entity; therefore, University-wide requests for like or similar items or items to similar suppliers/vendors that cumulatively total $15,000 or more within a fiscal year period must be bid. PLAN ACCORDINGLY and allow sufficient bidding time. (Alabama Competitive Bid and Public Works Laws available online at examiners.state.al.us)

Products may be purchased without bidding: ASU Current Awarded Bid Contracts ? Procurement's Website ASU Inventory Control Department - Contact Inventory Control, Ext 4295 State of Alabama Purchasing Department Your requisition must show Contract Number, Line Number, Commodity Number, List & Discounted Prices and if applicable Assisting Dealer Name, Address, Fax Number Joint Purchasing Agreements (JPAs )(Code of Alabama 1975, Section 41-16-21.1(b)2) Nothing in this subsection prohibits or limits public four-year institutions from entering into joint purchasing agreements to purchase, lease, or lease-purchase materials, equipment, supplies, other personal property and services which have been let by competitive bid or competitive solicitation process by any group or consortium of governmental entities or through a group purchasing organization within or without the State of Alabama upon a finding by the institution that such purchasing agreements are in the best interests of the institution; provided, however, this subdivision shall not permit agreements to purchase, lease, or lease-purchase wireless communications equipment or services through any group or consortium of governmental entities or through any group purchasing organization. Alabama Community College System (ACCS)

(Purchases excess of $5,000 from JPAs listed below require State of Alabama Vendor Disclosure Statement and Supplier/Vendor's Quote/Contract) E&I Cooperative Services (E&I) National Cooperative Purchasing Alliance (NCPA) OMNIA Partners Sourcewell

Sole Source Purchases - Sole Source Form on Procurement's Webpage Products/Services that due to their uniqueness are incapable of being competitively bid (an addition to existing equipment or repair of existing equipment), or items which are considered a single source (products or services only available from the manufacturer with no dealers or distributors marketing the product or service)

RECEIPT OF BIDS - Time Sensitive: Although, we clearly inform suppliers/vendors of how to address their Bid Proposals, occasionally we receive bids after the scheduled opening time that were inadvertently delivered to other campus departments. We are unable to accept or open bids after the scheduled opening date and time. If you receive any envelope or package marked "Bid" or "Procurement/Purchasing", please contact us immediately, we will pick up.

Requisitions & Purchase Orders: All purchases must be supported by an official requisition, purchase order and when applicable, a bid. The University will not take responsibility for the payment of goods and services purchased outside established procedures.

Purchase orders are not issued for any amount less than $25.00. Those requests are handled by petty cash, check requests or as otherwise prescribed by Business & Finance.

Purchase Orders will not be processed covering gifts of any kind to employees. MUST Indicate purpose or event when ordering promotional items.

Approved purchase orders are printed each day at noon. They are reviewed for administrative correctness and compliance with local and state purchasing policies and procedures. If the order is correct and all required documents are attached, the orders are mailed out to the suppliers/vendors. Hard copies of purchase orders are to be transmitted by the Procurement Department only. Do not phone in orders using the purchase order number.

After-The-Fact Purchase Orders: University policy requires that requisitions and purchase orders be processed before goods are received or services start. To avoid unauthorized purchases, departments should make every effort to input requisitions in a timely manner allowing sufficient time for all required approvals by department head, budget office, etc., and conversion from Requisition to Purchase Order by Procurement staff.

Requisition Cycle - It is important that you track your requisition by checking the status (Approval, PO, Receiving, Invoice and Payment) through THE "MANAGE REQUISITION" option. If the requisition has all approvals but has not been converted to a PO, contact Procurement Department to determine why. If you have not received shipment on an order within a reasonable time (i.e., 2 weeks) you should contact the supplier/vendor.

NO CHANGE ORDERS - The following processes should be followed: Prices and all other information should be verified before the end of each day prior to requisition conversion to purchase order the following morning. If applicable, shipping costs must be included on the requisition. (Accounts Payable cannot pay any additional costs over PO amount). Purchase Order Increases: Requester create another requisition for any difference between the original PO and an increased amount. The new requisition should reference the original PO number and line item being increased. Purchase Order Decreases: Requester notify Accounts Payable in writing when an order is complete and falls short of the original amount as a result of discontinued items, etc. Accounts Payable will close out the order. Incorrect Account Number/Supplier/Vendor: Requester send written request to Procurement with correct Account Number/Supplier/Vendor for a Replacement Purchase Order.

CANCELLING ORDERS Requisitions: The requestors must cancel their own requisitions Purchase Orders: If no payment has been made on the PO, Requestor submit a written request to Procurement to cancel, indicating reason for cancellation. If payment has been made on the PO, Requestor contact Accounts Payable for cancellation.

The following may cause delays in the Requisition Process: Requisitions in excess of $5,000 require the supplier/vendor to submit a complete notarized State of Alabama Vendor Disclosure Statement (VDS) prior to requisition conversion to a purchase order. VDS IS VALID FOR ONE-YEAR

With the exception of contracts for public works, Requisitions of $5,000 or more for Contracted Services and ALL Professional Services, regardless of amount, require submission of a contract signed by the Contractor, Department Head/Division VP, and Offices with Signatory Authority as listed below:

Vice President for Business and Finance, Assistant Vice President for Business and Finance/Comptroller, Provost/Interim Provost, Chief of Staff and Vice President for Facilities and Operations Up to $100,000

President All Contracts above $100,000

Enforcement of Purchasing Guidelines: In an effort to eliminate the problems associated with individuals not following the University's purchasing policy, the University will not take responsibility for the payment of goods and services purchased outside established guidelines. All purchases must be supported by an official requisition and purchase order.

Only the Procurement Department will have the authority to forward purchase orders to respective suppliers/vendors. Purchases made by calling purchase order numbers to suppliers/vendors will not be honored. Additionally, the University will not take responsibility for supplies and equipment that are not received in the University's Central Receiving Department, or the "Ship To" location indicated on the purchase order, where receipt of the items can be officially validated.

Open Purchase Orders should be kept to a minimum and START UPON THE ISSUANCE OF A PURCHASE ORDER. Open Purchase Orders will not be used for equipment purchases - PO's should indicate

Supplies Only - No Equipment Purchases: A general description of supplies to be purchased must be indicated

Services Only ? No Equipment Purchases: Provide End Date of Service

Amount Only POs: If PO will require multiple payments for services. Otherwise, the PO will close with the first payment.

Receiving Procedures: The Purchase Order clearly informs suppliers/vendors where goods are to be shipped but if your department receives a shipment other than through the University's Central Receiving Department, you must notify Central Receiving Department immediately. The University will not take responsibility for merchandise that is not received according to established procedures.

SUPPLIERS: University personnel may discuss with sales representatives such matters as are necessary to prepare requisitions. However, negotiations leading up to or likely to conclude in any purchase, contract or agreement are not to be undertaken except as authorized by established policies and procedures. All personnel are cautioned not to lead sales representatives to believe their company's products will be purchased, especially in instances where competitive bids may be required.

SUPPLIERS/VENDORS: Before initiating a requisition, departments should determine whether or under what conditions suppliers/vendors will accept purchase orders. Some suppliers/vendors do not accept purchase orders; or require a credit application/statement of credit before accepting them. In which case, the Accounts Payable Department should be contacted for assistance. Prospective suppliers/vendors should be selected for their ability to serve the needs of the University in the most economical and efficient manner possible. Also, consideration should be given to the past performance of suppliers/vendors and their cooperation with the University. If you experience problems with any supplier/vendor, notify the Procurement Department immediately, so that we may assist in resolving any issues and also to obtain and maintain information on file for inadequate supplier/vendor performance (See Supplier/Vendor Complaint Document on Procurement's Webpage). During your communication with suppliers/vendors verify all mailing addresses, i.e., Main Address for mailing PO's and Remittance Address for mailing payments.

Suppliers/Vendors must be in the PeopleSoft Database before a requisition or check request can be processed in their name, this also applies to ASU employees receiving supplier/vendor checks. IF NOT: Requester must enter the required info in PeopleSoft for new suppliers/vendors or changes to existing suppliers/vendors and submit Add/Update Supplier/Vendor Form & W-9 or W-8 BEN for Foreign Suppliers/Vendors to Procurement Department for approval. All new supplier/vendor requests must include a W 9 or W 8 form and show social security or federal tax identification number. VENDOR/SUPPLIER APPROVALS ARE VALIDATED USING IRS ACCESS E-SERVICES TIN/SSN MATCHING AND . (Add/Update Supplier/Vendor, W 9 & W 8 BEN Forms are on Procurement's Webpage)

Tax Identification/Social Security Number (TIN/SSN) must be entered when adding a supplier/vendor.

Indicate the Supplier/Vendor Classification for tax reporting purposes Create a supplier/vendor short name that has some relation to the supplier/vendor

Example: John Doe should not have the short name Johdo. Suggestion: Use last name for individuals and first name of companies. Supplier/Vendor approval status may be checked by selecting the "Summary Tab" option

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