Академический Документы
Профессиональный Документы
Культура Документы
June 5, 2014
Background
Purchase Order Value (FY12/13)
Background
All of the content presented herein can be located at:
http://www.bloomu.edu/purchasing
Consistency
Policy/Authori
Commonwealth
Acts/Policy/Procedures:
ty
Title 62 Commonwealth Procurement Code (Act 57 of 1998)
Fiscal Officer
Delegation of Authority
Solicitation/Contracting
Methods
Type
Informal Quote
Description
Cycle
Time
Few
days
2-3
weeks
1-2
weeks
3-4
months
+
1-2
weeks
Solicitation/Contracting
Methods
Solicitations Publically Advertised
Others
DGS/State Contract
PASSHE Contract
COSTARS
Various Purchasing Cooperatives:
PEPPM contract
TCPN Lowes contract
US Communities Astro Turf contract and
Graybar contract
National IPA (Grainger only)
http//www.ebidexchange.com/pass
he
http://emarketplace.state.pa.us/
Requester Action
Procurement
Process
$0$19,100
PO Created
Signed by
Authorized Agent
and sent to
vendor
1-5 Days
>$19,100
- Enter requisition
IFB/RFQ or RFP
Created
Bids Evaluated
PO Created
Signed by
Authorized Agent
and sent to
15-30 days
Approx. Process
Time
>$5000$19,100
Requester Action
Procurement Process
Enter Requisition
Enter requisition
>$19,100$20,000
Enter requisition
>$20,000$500,000
Enter requisition
PO/SPC Created
Sent to vendor for
signature
Signed by Authorized
Agent (s)
PO/SPC Created
Sent to vendor for
signature
PO/SPC Signed by
Authorized Agent
University Legal Review
and signature
IFB, RFQ or RFP Created
Bids evaluated
PO/SPC Created
Sent to vendor for
signature
Signed by Authorized
Agent and sent to vendor
University Legal Review
and Signature
IFB, RFQ or RFP Created
Bids evaluated
PO/SPC Created
Sent to vendor for
signature
Signed by Authorized
Agent. Bus Office and VP
Approx.
Process Time
5-10 days depending
on vendor signature
time
<$20,000 = 10-20
days
>$20,000 = 30-90
days (OAG is allowed
up to 30 days for
signature)
Requester Action
Enter requisition
Procurement
Process
Approx.
Process Time
90-180
days (OAG and OGC
signatures can take
up to 30 days each)
Exceptions to Competitive
Bidding
Purchase Requisition
Review
Special Approvers
General
Value
Approval
$0-$5,000
Requisitioner (1)(2)
>$5,000
Dean/VP
Materi
al
Group
Description
Approv
er
Lev
el
00172
DESKTOP PRINTERS
Celli
$200
00180
COPIER-PURC_RENT_EQ
Celli
$1,000
00252
COMPUTER SOFTWARE
Celli
$1,000
00260
COMPUTER HARDWARE
Celli
$299
00108
LIBRARY MATLS_SUPP
Droll
$1,000
00124
EQ_LIBRARY_ARCHIVAL
Droll
$1,000
00908
SRVC-PRINTING_PHOTO
Mandel
$1,000
00132
SIGNS_FLAGS_BANNERS/(LOGOS) McGuire
$5,000
00140
PROMOTIONAL PRODUCTS
Rush
$5,000
00748
SRVC-ADVERTISING
Rush
$5,000
Purchase Order
(PO) (45)
Service Purchase
Contract (SPC) (40)
Description/Use
Outline Agreements
(OA) (46)
Service Purchase
Outline Agreement
(SPOA) (47)
Encumb
ers
Funds
Y
Y
Description/Use
Encumb
ers
Funds
Construction
Contract (39)
Pcard
N
(batch
monthly to
expense)
Prohibited Contract
Clauses
Policy:
Law of the Contract - The laws of PA must govern the contract or agreement.
Attorneys' Fees, Court Costs, Entry of Judgment - The University may not
voluntarily pay - the contractor's court costs or legal fees nor may it allow a
contractor to confess judgment on its behalf.
Payment in Advance
Purchase of Insurance
However, if speaker is an individual not associated with a company or corporation, does not
speak routinely in the course of his/her normal employment the department may prepare and
submit an invoice on his/her behalf. This invoice should be signed by the speaker prior to
departure. After the engagement, the invoice must be signed for approval by the respective
department who initiated the speaker request. Refer to the link for this invoice form.
http://www.bloomu.edu/documents/purchasing/GeneralInvoiceForm.doc
If a speaker contracted for expense reimbursement, original receipts for actual expenses
incurred must accompany the invoice to substantiate expenses claimed and satisfy audit
requirements prior to reimbursement (applies to options 2 and 3, above, only).
Payment will be made after speaking engagement has taken place and the requisitioner has
approved the invoice for payment. Any exceptions to this rule must be approved by the
Procurement office. Prepayment of speaker fees and/or expenses is only authorized under
extraordinary circumstances (i.e., speakers from outside the US).
Upon approval of final invoice for the contract, indicate final invoice before forwarding to
AP office for processing. By doing so, any remaining open commitment will be liquidated
and funds returned to funds center holders budget.
Call the Procurement office if you have any questions or special circumstances.
Cautions