Purchasing

ISU Purchasing - Summary of Instructions

Purchasing as a Resource

Purchasing is primarily a service function but there are certain functions of control that are subject to audit. However, at this time we will address the service function and the development of the Department of Purchasing Services as your primary resource in acquiring all goods and services.

Bidding Limits

Some services we can provide as a resource include:

  1. Manufacturers catalogs and price lists for most commodity groups.
  2. Broad general reference catalogs and trade directories:
  3. Previous bids and specifications.
  4. Existing Contracts.
  5. Contract clauses and legal references appropriate for purchasing within Uniform Commercial Code (UCC) and the State of Idaho Code.
  6. Purchasing personnel background experience. (We've made enough mistakes to get a healthy learning curve on just about anything.)

Involve Purchasing Early

The single biggest concern expressed about the purchasing process by virtually every patron of our service is:
Processing Time. This certainly can be a valid concern, and the single best way to minimize processing time is to contact a buyer at the earliest point in the process that there may be reason to believe that approval will be given for the purchase. The earlier in the process that purchasing is involved, the easier it is to cope with constraints within our system and/or the manufacturer's or vendor's supply chain.

Our common purpose in the purchasing process should be to maximize our options with vendors in a cooperative effort between the user/requisitioner and the buyer.

Requisitions

Please NOTE:
There are procedures in place for bonafide emergencies.
Contact your commodity buyer -- They Can Help!

Every process needs to start somewhere and the departmental requisition officially initiates the process within our system. Although preliminary contacts and planning sessions may have occurred, the departmental requisition initiates the Purchasing Process. It is not a purchase order.

Critical information needed in the requisition:

  1. Description of item/service
    • Model or part number
    • Functional specifications
    • Size, color, grade, etc.
  2. Quantity
  3. Budgeted cost
  4. Delivery location -- special handling
  5. Fund number
  6. Signature - Requisitions lacking ALL the required signatures will be returned to the requisitioning department, STOPPING the purchasing process until corrected.
  7. Suggested vendors
  8. Date needed, ie, DON'T let your need become an emergency.
    NOTE: (Use the words urgent, rush, or emergency judiciously if this is the situation.)
  9. Supporting documents accompanying the requisition should be attached securely

Bidding Limits below:

Purchasing has some discretionary limit. Idaho Code Rules & Regulations apply to all transactions.

$1 - $300
Purchase orders placed immediately by department.

$301 - $5000
Items may or may not be bid at the buyers discretion. Call Purchasing for advice and/or to get a phone purchase order number. All orders placed must have a PO number or if within your limits provide a purchasing card number.

$5001 - $50,000
A minimum of three quotations are required. At least three of the vendors must have an "economic presence" in the State of Idaho.

$50,001 and up
A State of Idaho Requisition will be forwarded to the Division of Purchasing.

The Lowest Responsible Bidder...

The lowest responsible bidder is awarded a purchase order or contract, which in most cases is the same document. The determination of lowest responsible bidder is based on the lowest price bid for the goods or services meeting the specifications consistent with quality, service and delivery requirements. If, for some reason, the apparent low bid does not meet the specifications adequately, or indistinct costs become apparent, or evidence indicates the low bid is not responsive the burden of proof is upon the university to document the deficiencies. This documentation must be capable of withstanding the scrutiny of law.

Purchase Orders

Idaho State University uses Purchase Orders exclusively in doing business with vendors. Any purchase above the $300 limit must be consummated by the Purchasing Department. It is important from both legal and procedural perspectives to emphasize that a PURCHASE ORDER is required before the acquisition of any goods or services. Legal constraints arise from the State of Idaho Code and the U.C.C., whereas procedural constraints are mandated by the Division of Purchasing, the State Board of Education, and our own internal policy. The purchase order is a legal contract and must be used for all transactions which commit university funds. A copy of the Purchase Order will be sent to the requisitioning department. Please review for:

  1. Vendor selected
  2. Quantity and pricing
  3. Estimated delivery dates
  4. Warranty information

 

Purchasing Card

This is the University's credit card program. Individuals are issued a P-card (Master Credit Card) for purchasing items needed that are not capital outlay items. Each individual is responsible for reconciling the transactions downloaded from the bank and keeping the invoices for each transaction. The P-card administrator will review each card holder for compliance to rules.

Travel Expenses

Purchase Orders are NOT issued for travel expenses. The proper form to be used is the Travel Authorization Form.