Credit card and
essential services purchases shall be used to the maximum extent possible.
All other purchases will be entered as electronic requisitions. All
requisitions received by Purchasing are processed similarly. When received,
each is reviewed for accuracy and completeness. Erroneous or incomplete
requisitions may be returned to the department for correction. The remainder
are approved for purchase by the appropriate purchasing agent. Normally,
this complete process requires no more than 1-3 days without bids, and
about 18 days if written bids are required.
PURCHASES
FOR LESS THAN $1000 Approval
of purchases totaling less than $1000 is required through a buyer or
designee regardless of the source of funds. Contracts and agreements
are included, too. No competitive bidding is required. However, the
department or the buyer may request or choose to check prices with other
vendors. These purchases, which are non-credit card, non-essential services,
will be initiated on an electronic requisition form in Banner.
PURCHASES
FOR MORE THAN $1000 Purchase
requisitions for more than $1000 may require competitive bids; those
for more than $25000 additionally require that the request be advertised
for bids. All bids are posted in the Purchasing Department. If the bid
is over $25,000 it is published as a legal notice in one local newspaper
at least 14 days before the bid opening. If the item is competitive,
bids are solicited from at least three vendors and always include the
department's suggested vendors. The bids state 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 read aloud, they are evaluated by a buyer
and when necessary by the using department. After the lowest responsible
bid is determined, the award is made. However, certain awards may require
further approval by the Attorney General or other State agencies. The
vendor receiving the award is notified of the award by receipt of an
approved, signed purchase order.
Generally, departments
may not obtain their own bids. If only one known vendor can provide
the goods or services, a letter of explanation must be submitted with
the order by the department. Sole source purchases must be verified
by the Purchasing Department. These purchases, which are non-credit
card and non-essential services, will also be initiated on an electronic
requisition form in Banner.
PURCHASES
FROM WEST VIRGINIA VENDORS It
is the policy of the Purchasing Department to purchase as many goods
and services as possible from West Virginia vendors. Departments are
actively encouraged to support this policy for the benefit of these
vendors and the State's economy. Departments are especially encouraged
to buy from state vendors who are minority, small, woman-owned, or disadvantaged
businesses.
PURCHASING
ALTERNATIVES A
major goal of the Purchasing Department is to provide alternative purchasing
methods which preclude an "after-the-fact" documentation of
purchases of goods and services. Within the constraints of both State
law and the Higher Education Purchasing Procedures Manual, it is possible
for a department to properly process nearly all purchases of goods and
services in advance of the need. If one of the alternatives discussed
below does not seem appropriate to your particular situation, please
call your buyer in Purchasing.
ROUTINE
ORDERS Nearly
always, excellent and timely processing of any electronic requisition
can be achieved. If the order totals less than $1000, the order is usually
released in 1-3 working days. Orders over $1000 may be bid; those over
$25,000 must be bid in writing for 14 days; normally the total processing
time is about 18 days.
CUSTOMER
PICK UP Often
it is desirable to pick up supplies and equipment directly from a local
vendor and give the vendor a purchase order at the same time. Such purchases
can be "walked through" electronically. After approval by
a buyer, the vendor's copy is given to the individual for pick up at
the store. If equipment costing $1000 or more is purchased in this manner,
it must be taken to the Receiving Department for inventory tagging.
Please note that this routine may not be used as a means for the department
to call in an order to a vendor. Only the Purchasing agents may call
vendors with purchase orders.
CONFIRMING
ORDERS
Occasionally,
emergency orders, repairs, or some other critical situation occurs where
it is not practical to type a purchase order in advance. Failure to
plan ahead is seldom accepted as justification for an emergency or confirming
order. However, when justified, the Purchasing staff can call a vendor
and place the order over the telephone. This is known as a "confirming
order". Departments are expected to electronically walk through
a requisition before the order can be placed. Confirming orders may
not be placed by departmental personnel.
CONTRACT
PURCHASES Marshall
University utilizes State, WVNET, GSA, and University contracts that
offer a guaranteed price for specific items for a specific period of
time. In addition, Purchasing has E&I Cooperative Service contracts
which may be used for purchases up to $5,000. The advantage of contracts
is convenience. Orders for any amount can be placed without going through
the standard bid procedure. Repetitive purchases are those items that
best lend themselves to contracts, such as: oil, tires, lumber, medical
supplies, lab supplies, paper, and office furniture. A current listing
of vendor contracts for supplies and equipment is maintained on Purchasing's
web site. For more information on these contracts, contact the Assistant
Director of Purchasing.
SOLE
SOURCE PURCHASES When
an item is available from only one source and costs more than $1000,
an order may be placed without competitive bids if written justification
is provided. A requirement for a particular proprietary item does not
justify a sole source procurement if there is more than one potential
offerer for that item. The following are examples of circumstances which
could necessitate sole source procurement.
a.
Where the compatibility of equipment, accessories, supplies, or
replacement
parts is the paramount consideration;
b. Where a sole source supplier's
item is needed for trial use or testing;
c. Where a sole source supplier's
item is to be procured for resale;
d. Where public utility services
are to be procured;
e. Where specific items are called
for on a grant or contract;
f. When there is only one vendor
who can provide the material.
For sole source
purchases over $25,000 an original signed quotation must be obtained
from the vendor by the buyer. Copies or faxes of signed quotations are
acceptable for puchases below $25,000.
AGREEMENTS
These special
contracts allow departments to purchase services, other than repairs,
that are unique or special in nature. However, if the services are competitive
and exceed $1000, they may be bid. Exceptions will be considered upon
submission of a letter of justification.
CREDIT
CARDS
University
departments are expected to use the State purchasing card to the fullest.
Although some purchases are restricted, the card is generally available
for most purchases up to $1000 per transaction. This program is administered
by Accounts Payable. For more information, contact the manager there
at x6520.
One John Marshall Drive, Old Main 108, Huntington, West Virginia
25755-4100
Ph: 304.696.3157
Fx: 304.696.3333
