The Purchasing Process
How requests are handled
All requirements received by Purchasing are processed similarly. When received, each is reviewed for accuracy and completeness. Erroneous or incomplete orders are returned to the department for correction. The remainder are approved for purchase, assigned to a buyer, and finally, distributed to the supplier. Normally, this complete process requires no more than 96 hours without bids, and 16 days average if bids are required. Complex bids with specifications and/or plans require substantially longer. Current goal for all contracts (3) percent Disabled Veteran Business (DVBE) participation.
Competition Required
Content: Generally, orders require competition or justification for lack thereof. All purchases require the establishment of fair and reasonable pricing. Final discretionary authority rests with the Purchasing Department on what level of competition is required.
Purchases for More Than $50,000
Purchase orders for $50,000 or more normally require formal bidding.
Additionally certain bids are required by law to be advertised as a legal ad in a local newspaper before the bid opening. Bids are solicited from at least three vendors and will include the department's suggested vendors. The bid states an opening date and time. All bid openings are open to the public and may be attended by any interested party. After the bids are opened, they are evaluated by a buyer and, if necessary, by the issuing department. After the lowest responsive bid is determined, the award is made. The vendor receiving the award is notified of the award by receipt of an approved, signed purchase order.
Delivery
ALL deliveries must be made to the Receiving Department unless otherwise designated on the purchase order. See the campus map Legend Building # 58