Purchasing |
|
| Procedures | |
| Purchasing Procedure for Supplies and Equipment | |
| Purchasing Requirements - Quick Reference Sheet | |
| All purchases of individual items or “systems” over $4,000 are required to use a quote, bid, request for proposal or sole source justification process regardless of the source of the funds. This includes local, grant, or gifted funds. The only exception is when the grant or gift terms specifically describe who and how the funds are to be used. If no directions are given, we are required to follow all applicable policy and law. | |
| Definition of a Purchasing Requisition (or request): This is a request to place an order. Purchase Requisition forms are numbered and are not a Purchase Order and is not to be used for orders. |
|
| Definition of a Purchase Order: A Purchase Order is a legally binding document that commits the college to a purchase from a vendor. Purchase Orders can only be issued by the Purchasing Dept. |
|
| Purchase of $3,999.00 or less: Quotes are not required but are encouraged. Purchase requests will normally be ordered within one working day. If the item could be $4,000.00 or more, quotes are required. |
|
| Purchase of $4,000.00 up to 24,999.00: A minimum of three suppliers must furnish quotes. Faxed or emailed quotes should be sent with the Purchase Requisition to the Purchasing Department. Purchase requests with quotes attached will be reviewed and will normally be processed within 1-2 working days. Suppliers must be furnished with identical specifications to ensure that quotes are on the same type of item. The Purchasing Department can obtain these quotes from suppliers or the requesting department can obtain the quotes. If the Purchasing Department obtains the quotes, the requesting department should furnish specifications and any known suppliers with their Purchasing Requisition. |
|
| Purchase of $25,000.00 or more: Purchases estimated to be more than $25,000.00 require formal bids or “Requests for Proposals”(RFP) issued by the Purchasing Department. Requesting department should furnish a complete set of specifications and any possible suppliers with their Purchase Requisition. Time to process can vary with the complexity of the item(s) being purchased. Once the Purchasing Department receives the purchase request, average times to complete the formal bid or RFP process may range from 5 to 20 working days. Some requests may take less time and complex items may take more time. Contact the Purchasing Director as soon as these types of items are being considered and the Purchasing Director will discuss your project and give you a time frame for your project. |
|
| Service Work Orders: Projects requiring a contractor that provides service would follow the same guidelines as mentioned above. A service contract is required for all service work before the work is started, regardless of the cost of the work. See “Service Contract” paragraph below. |
|
| Equipment Orders: All equipment must be on a Purchase Order to allow for proper inventory tracking and insurance coverage documentation. Contact the Purchasing Office if a vendor says they will only take a credit card order. |
|
| Furniture Orders: All requests for furniture are processed by the Purchasing Dept. If a department needs any type of furniture, contact the Purchasing Office first. Do not contact suppliers until you have talked to the Purchasing Office. Purchasing will discuss information and procedures for your furniture request. Contacts with suppliers will be done by the Purchasing Office. |
|
| Trade-ins: Contact the Purchasing Department when a trade in item is part of a purchase request. All traded in equipment must be documented for inventory control requirements. |
|
| Systems: A “system” is defined as a group of items that are used together. Individual items of a system may not be split to stay under the quote /bid limits. The total estimated price of all items in a system determines if a quote or formal bid/RFP is required. |
|
| Splitting Items: Items that are the same of similar types may not be put on separate purchase requests to stay under quote or bid limits. |
|
| Authority to issue a Purchase Request: Any employee of the college can make a purchase request, however, it must be approved by the President, Vice Presidents, Deans, Dept. Chairs , Directors or an authorized person in your department. The approved Purchase Requisition is forwarded to the Purchasing Department to place the order. |
|
| Authority to issue a Purchase Order to a supplier: Only the Purchasing Department is authorized to issue a “Purchase Order” to suppliers. After the CND/PS system verifies and encumbers funds for an order, it generates a Purchase Order number that is sent to suppliers. Items are shipped to Central Receiving in the Patterson Maintenance Center where they are received, checked against the Purchase Order and processed for payment. Items may be picked up there or arrangements made for delivery of large items. |
|
| Purchasing Cards (P Cards): Purchasing cards are available for employees that have a demonstrated need. They are meant for small supply and miscellaneous item purchases. Monthly limits may be set at any dollar amount, but most have a monthly purchase limit of $1,000.00 or less. There is also a single purchase limit that can be set. Currently, the cards may not be used for travel or meal expenses. Please contact the Purchasing Director/P-Card Administrator for more information. |
|
| Inventory Requirements: Departments are responsible for “capitalized” and tracking “non -capitalized” inventory used or kept in their department. Departments are responsible for an annual physical inventory count and keeping capitalized inventory items tagged or marked with the inventory number and the value is reported to the state. Departments must notify Purchasing /Inventory Control if any capitalized inventory items are moved to a different room, or building. |
|
| Capitalized Inventory Items: Individual items purchased or with a donated value of $5,000.00 or more must be entered, tagged or marked with a unique inventory number. These items are entered in the capitalized inventory database. Items remain on this list and must be accounted for each year until they are traded in or sold through the surplus property process. Regardless of age, current value or condition, items may not be “cannibalized” or ‘thrown out.” |
|
| Donated Inventory Items: These items require a “statement of value” from the donor. All requirements for donated inventory items are the same as capitalized inventory items. Contact the Purchasing Department for procedures on donated items. |
|
| Tracking –“Non-Capitalized” Inventory Items: Individual items purchased or with a donated value of $4,999.00 or less are tracked by each department utilizing a department inventory file or database. An annual physical inventory is recommended each fiscal year. Departments should update the inventory list as items are added or deleted. The dollar value must be reported each year to the State Fire and Tornado insurance fund. Items on this list should be accounted for each year until they are traded in or sold through the surplus property process. Regardless of age, current value or condition, items may not be “cannibalized” or ‘thrown out.” |
|
| Contracts, Leases and Credit Applications: All contracts, leases and credit applications must be reviewed for proper legal language and compliance to State laws, State Board Of Higher Education and College policy. Employees are not authorized to sign contracts, leases or credit applications on behalf of their department or the College. The Purchasing Department will review and process contracts and leases involving equipment, college property, contracted maintenance, building repair or construction. |
|
| Service Contracts: If an independent contractor is hired to do service or work on the College Campus, a service contract must be signed by the contractor and the Purchasing Director prior to the start of the work. The contractor must also have his local insurance agency provide a certificate of insurance. Depending on the type of work to be done, such as construction project or a repair contractor, the contractor’s insurance company (not the local agency) must provide a letter confirming the insurance coverage. |
|
| If you have any questions, please contact the Purchasing Director at 671-2212. | |
| Purchasing , Purchasing Cards, Inventory Control, Surplus Property, Motor Pool, Central Stores and Central Receiving, Print Services, Campus Copiers Contact David Meyer, Director Phone: 701-671-2212 or e-mail david.m.meyer@ndscs.edu |
|
| Motor Pool, Purchasing , Purchasing Cards & Inventory Control Contact Kari Hasbargen, Administrative Assistant Phone: 701-671-2211 or e-mail kari.hasbargen@ndscs.edu |
|
| Central Stores, Central Receiving and Surplus Property Contact Julie Ennen, Storekeeper Phone: 701-671-2198 or e-mail julie.ennen@ndscs.edu or Doug Woodruff, Assistant Storekeeper Phone 701-671-2378 or e-mail doug.woodruff@ndscs.edu |
|
| Print Services and Campus Copiers Contact Sherri Metcalf or Lyle Walen, Print Services Technicians at 701-671-2230 sherri.metcalf@ndscs.edu or lyle.walen@ndscs.edu. |
|
| Last Revision - February 3, 2009 | |
