PURCHASINGPURCHASING

When To Use A Purchase OrderWhen To Use A Purchase Order Requisition FormsRequisition Forms Required Quote LevelsRequired Quote Levels OCO PurchasesOCO Purchases Sole Source PurchasesSole Source Purchases

WHEN TO USE A WHEN TO USE A PURCHASE ORDERPURCHASE ORDER

Consulting servicesConsulting services

When a vendor will not accept a p-cardWhen a vendor will not accept a p-card

All OCO purchases All OCO purchases

Circa (software) ordersCirca (software) orders

Monthly maintenance or service agreementsMonthly maintenance or service agreements

REQUISITION INFORMATIONREQUISITION INFORMATION

Date, PI Signature, and UFID#Date, PI Signature, and UFID#

Vendor/Source Name, Address, Phone Vendor/Source Name, Address, Phone NumberNumber

Quantity, Description, PriceQuantity, Description, Price

Fund, Program, SOF, CRIS, Project #Fund, Program, SOF, CRIS, Project #

SAMPLE REQUISITION

QUOTE LEVELSQUOTE LEVELS

Purchase price < $5,000, no quotes required.Purchase price < $5,000, no quotes required.

Purchase price between $5,000 and $25,000, Purchase price between $5,000 and $25,000, 2 or more verbal quotes are required.2 or more verbal quotes are required.

Purchase price between $25,000 and $50,000, Purchase price between $25,000 and $50,000, 2 or more written quotes are required.2 or more written quotes are required.

When contract vendors are used, no additional When contract vendors are used, no additional quotes are required.quotes are required.

OCO PURCHASESOCO PURCHASES

An OCO purchase is any property An OCO purchase is any property purchase of greater than $1,000.purchase of greater than $1,000.

OCO purchases must be made OCO purchases must be made through the requisition / purchase through the requisition / purchase order process.order process.

OCO purchases must be tagged with OCO purchases must be tagged with an appropriate UF property ID tag.an appropriate UF property ID tag.

SOLE SOURCE PURCHASESOLE SOURCE PURCHASE

Commodities or contractual services Commodities or contractual services available only from a single source may be available only from a single source may be exempted from bid requirements when the exempted from bid requirements when the University certifies and documents that University certifies and documents that there is only one source of supply capable there is only one source of supply capable of meeting all specifications, terms, and of meeting all specifications, terms, and conditions to the University's satisfaction. conditions to the University's satisfaction. A completed A completed Sole Source Certification form form is required.is required.

SOLE SOURCE INFORMATIONSOLE SOURCE INFORMATION

Description and use (in layman's terms). Description and use (in layman's terms).

List unique features that this item or service has that other List unique features that this item or service has that other comparable items or services do not have, and why these unique comparable items or services do not have, and why these unique features are needed. Show as clearly and concisely as possible why features are needed. Show as clearly and concisely as possible why only this item or this service will accomplish the function required. only this item or this service will accomplish the function required.

Explain if the product or service is being purchased directly from the Explain if the product or service is being purchased directly from the manufacturer. If not, explain why the item cannot be bid to the manufacturer. If not, explain why the item cannot be bid to the various dealers. various dealers.

Explain the necessity for compatibility with existing equipment or Explain the necessity for compatibility with existing equipment or instrumentation, if applicable. instrumentation, if applicable.

Price cannot be used as a justification for a sole source.Price cannot be used as a justification for a sole source.

The department will furnish, along with the requisition and a sole The department will furnish, along with the requisition and a sole source certification, a current written quotation from the vendorsource certification, a current written quotation from the vendor..

SAMPLE SOLE SOURCE FORM

THANK YOUTHANK YOU

QUESTIONS ABOUT PURCHASING? QUESTIONS ABOUT PURCHASING?

PLEASE CONTACT: PLEASE CONTACT:

CHERYL BUCHANON @ EXT 1221 CHERYL BUCHANON @ EXT 1221

OR EMAIL: CDPETE@UFL.EDU OR EMAIL: CDPETE@UFL.EDU

OR OR

READ ALL ABOUT IT AT READ ALL ABOUT IT AT

http://www.purchasing.ufl.edu/http://www.purchasing.ufl.edu/