UCO Purchasing Policies & Guidelines
5/15/2014 - With the Admin Portal being offline, please find the Finance Account Code and Description Report as a temporary solution to provide the needed information for requisition writing.
Purchasing Reference of Authority
The University of Central Oklahoma is not responsible for purchases, leases or contractual obligations unless approved in writing by its authorized agents. Anyone signing a contract or agreement with intent to bind the University must have authority to do so from the President. Signing an agreement or contract without authority is considered to be acting outside the course and scope of employment and could subject the signer to personal liability. The Authorized Agents for the University are limited to the following individuals:
Dr. Don Betz, President
Dr. Don Chrusciel, Vice President of Administration
Kevin Freeman, Assistant Vice President of Business Operations
Patti Neuhold, Associate Vice President of Planning and Budget
Lisa Harper, Assistant Vice President of Financial Operations
Denise Rodolf, Director of Purchasing, Payment Services and Travel
In accordance to the Office of State Finance, Chapter Two of the Procedures Manual and Section 23, Article X of the Oklahoma State Constitution and statutes and with regard to Title 62 O.S., Section 41.16, Subsection A, any agency entering into an agreement for the purchase of goods, wares or merchandise, contractual services or construction projects for which labor and material must be furnished by outside vendors, such agreement shall be evidenced by purchase orders encumbered by the agency prior to any goods received or services rendered. All purchase requests must be approved by the organizational account sponsor prior to products or services being purchased. If a purchase requisition is received without the approval of the organizational account sponsor or written delegated substitute, the requisition will not be processed until such written approval can be acquired.
Requisitions submitted by campus customers to the Purchasing Department which have errors and do not comply with UCO Policy, RUSO Policy, OSF and/or Oklahoma State Statute shall be returned to campus customers for correction.
Split purchasing is defined as "dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement". Split purchasing is illegal and a felony in accordance to Title 74 O.S. The wrongful practice also evades UCO and RUSO policy.
When seeking quotes, all vendors must be provided and required to offer a quote on the same, exact list of products or specifications for services. Different vendors cannot be given different products or specifications to quote, as this compromises the integrity of a quote. In regard to quoting products, if there is no brand preference or a like item is acceptable in comparison to the product being quoted, this information should be shared with all vendors when seeking quotes.
Requisitions must be written out in accordance to the itemized quote provided by the Vendor. This process allows for all items to be accounted for in the ordering process and the receiving process.
For more information in writing Banner requisitions, campus customer should review the Introduction To Banner Requisitions User Guide for helpful and useful information.
Creating Requisitions - Training Document
When quoting physical services to be performed on campus involving services for a specific project, no matter the dollar amount, a written scope of work defined by UCO must be offered to the vendor(s) to quote upon. The scope of work for all services of any dollar amount is required to be attached to the requisition along with the other supporting paperwork to include the service agreement and vendor quote(s). The scope of work should clearly delineate what/where/when along with any factors regarding specific brands or features, time frame, potential problems disclosed, start/finish dates and details regarding UCO approval, completion of project and first beneficial use. The vendor quote information and the scope of work designated by UCO shall combine to be the verbiage on the requisition, which will be the UCO Purchase Order Contract.
'No Bid' quotes are acceptable, but there are stipulations when utilizing these. A documented 'no bid' is the only acceptable means. The initial quote request must be sent to a specific individual within the vendor's company. A written reply from the vendor stating the reason they offer no bid or no quote is necessary for the 'no bid' to be considered as a viable quote. 'No Bid' quotes must be in writing, despite statute threshold dollar amounts.
Service related acquisitions should always include a 'NOT TO EXCEED', also referred to as NTE, notation on all requisitions. Service related acquisitions require the necessary service contract documentation to be in compliance with the IRS and Independent Contractor regulations.
In accordance to Title 74 O.S., 74-85.3A.E.c, Change Orders may be issued to increase a purchase order or contract for the acquisition that do not exceed an increase of ten percent (10%) of the original purchase order or contract total price.
W-9 Forms are required for individuals or companies not already established as vendors within the University's Banner database. The requesting department should include the W-9 with these noted requisitions.
If an acquisition for goods or services pre-dates the requisition (encumbrance document) by more than thirty days, no purchase order can be processed by the Purchasing Department without appropriate justification from the department offering the requisition. The thirty days will be determined on the date of the service or date of ordering goods to the date the requisition is clocked into the Purchasing Office. Days and timing shall be considered to determine the 30-day grace period, to allow the Purchasing Department to process contracts, paperwork and seek additional signatures. See "Documents and Forms" for a fillable PDF Letter of Justification.
Acquiring Consultant Services: Effective May 7, 2014, per RUSO Audit Findings, the Purchasing Department will assist campus customers in understanding the appropriate ways to obtain the highest qualified and best valued consultant/consultant firm through the competitive bidding process in lieu of a sole source.
Purchases by dollar amounts and the competitive bidding rules to be considered:
Purchases up to $2,499.00 may be made via ProCard. See the ProCard website for newly revised dollar threshold information. There is no requirement for competition at this order level, but as an institution we encourage the University to ensure the best value purchase. See ProCard webpage for requirements and restrictions.
Purchases up to $2,499.00 may be made via valid UCO purchase order if ProCard cannot be utilized. Reasons for not utilizing the ProCard shall be explained on the requisition by the requester. There is no requirement for competition at this order level, but as an institution we encourage the University to ensure the best value purchase. If the purchase involves a service related project, e.g. painting, fencing, athletic fieldwork, electrical services/hardwiring, door installation, etc., despite the statute and policy threshold dollar amount for written quotes, UCO must have a written scope of work and receive a written Vendor quote which will be combined to produce the requisition and purchase order. These written documents between UCO and the Vendor assure a clear understanding of the specific service related project and protect the University against incomplete work which could lend to legal issues.
Purchases exceeding $2499.00 but no greater than $24,999.99 are subject to competitive bidding. All quotes must be documented in writing (printed, email or letter) and provided with the requisition. As of 7/1/2013, no verbal quotes shall be accepted. A documented, written 'no bid' response is the same as receiving a quote for the purpose of this policy, however, the Purchasing Department reserves the right to re-quote any acquisition having NO BIDS as documentation to assure the best cost has been sought. If the purchase involves a service related project, e.g. painting, fencing, athletic fieldwork, electrical services/hardwiring, door installation, etc., UCO must have a written scope of work and receive written vendor quotes. The written documents between UCO and the Vendor assure a clear understanding of the specific service related project and protect the University against incomplete work which could lend to legal issues. Per Oklahoma Statute, lowest quote is awarded the PO. If the requester is seeking the best value vendor, a formal RFP must be issued through the Purchasing Department. Formal bidding requires three months and to start this process, the requester shall email the scope of work to the Director of Purchasing. See below for more details.
Purchases $25,000.00 and greater require formal competitive bidding. Specifications and scope of work should be emailed to the Director of Purchasing. The type of formal solicitation will be deemed by the Director of Purchasing based on the following criteria:
ITB (Invitation to Bid) - Award decision will be made based on the lowest dollar bid with no other factors considered.
RFP (Request for Proposal) - Award decision will be made by committee based on 'best value' proposal, considering evaluation criteria which will be more than just price, in the award decision. For any purchases in excess of $25,000.00, the requestor must submit the specifications and/or entire detailed scope of work to the Director of Purchasing for review. The final decision whether to make a purchase in excess of $25,000.00 from a consortium contract or by way of formal solicitation will be at the discretion of the Director of Purchasing. Purchases in excess of $25,000.00 require a three month RFP writing, bidding, evaluation, award process. Requestors should submit specifications and scopes to the Director with this noted lead time.
Purchases greater than $100,000.00 require RUSO approval. Requestor should submit the specifications and/or scope of work to the Director of Purchasing and advise of the in excess of $100,000.00 expenditure and budget. RUSO approval will be sought by the Director of Purchasing by way of request on the board letter at the next scheduled board meeting. This process could possibly add additional time to the processing of the solicitation due to the scheduling of the board meetings and the timing of the request. Purchases less than $100,000.00 do not require RUSO approval, but RUSO does require written notification of the purchase. The Director of Purchasing provides a monthly summary of purchases meeting the requirement to the Executive Vice President and subsequently to the RUSO Board as informational items.
Purchase Orders will be processed within four days once all back up to support the purchase has attached to the requisition. Incomplete requisitions or requisitions without supporting documentation will be returned to the requester through campus mail.
Purchases in excess of $25,000.00 requiring formal competitive bidding will be processed with a purchase order issued upon completion of the formal solicitation process, contract award and necessary approvals by RUSO, if applicable. The following conditions may exempt a purchase competitive bidding, at the discretion and approval of the Director of Purchasing, but does not exclude providing the supporting documentation for the various acquisitions:
1. Sole Source/Sole Brand Purchase - documented affidavit must be submitted with requisition for approval.
2. Purchase made from DCS Oklahoma Statewide Contract or Federal General Services Administration (GSA) Contract.
3. Purchases made on contracts of other state agencies or state institutions of higher education.
4. Purchases made on contracts of institutional related consortiums and organizations formed to take advantage of the combined purchasing power of its member institutions.
5. Purchases of institution membership dues or services from associations directly related to the function of higher education institutions.
6. Utility purchases which are available from only one source.
7. Contracts for professional services as defined in Section 803 of Title 18 O.S.; unlimited dollar amounts per PIM 09-01.
8. Research subcontracts with other institutions of higher education.
9. Purchase of library books and other materials for library use.
10. Public construction contracts which require competitive bidding, but Oklahoma Statute differs for the competitive bidding threshold. See UCO Department of Architecture & Engineering.
11. Emergency Purchasing Policy for Physical Plant and Housing. REF: ADM-PUR-3
13. Grants naming specific items or individuals. Such grant paperwork should be attached to the requisition.
14. Leases - property management
UCO Information Technology policy allows purchases for Tier 1 computers from manufacturers, with 3-year warranties. See the Office of Information Technology for minimum standards listed for desktop and laptop computers. Purchases deviating from these standards require written request and approval on part of Information Technology. Any technical equipment which accesses the University Network requires I/T approval. IPads are an IT approved purchase, so requests no longer need to be routed through IT for approval. IPads cannot be purchased via ProCard. IT strongly recommends that University purchases include AppleCare+ for IPads ordered. If departments wish to purchase apps for IPads, they should send their request to the UCO Service Desk at email@example.com. If a department wants to pay for the 4G services based upon business need, they should follow the Mobile/Smart Device Policy.
The Office Of Information Technology has published official A/V Multimedia Campus Standards for UCO. Acquisitions for such equipment must be reviewed and approved by IT and follow the standards, unless the Office of Information Technology offers an exception.
See UCO Architectural & Engineering Services website.
Food and Beverage Purchases - Require a "MERF" (Meal Expense Request Form)
A MERF Form is required for all requisitions, check requests, petty cash and ProCard purchases when food or beverage is involved. Policy denotes
"The University must maintain internal procedures and adequate file documentation which are consistent with the Board policy and which
establishes (1) The public purpose of an expenditure, (2) Prior approval by the President or his/her designee, (3) The cost,
(4) Documentation of the reimbursement."
This form is required for all food, refreshments, meals and beverages. The completed and executed MERF must be attached as supporting
documentation for requisitions, check requests, petty cash and ProCard
All furniture purchased for delivery must be fully assembled.
Click here for furniture policy. REF: ADM-PUR-8
Specification standards have been established for safety. The width of any cart purchased may not exceed 58" which allows the carts to fit through the bollards on campus. Before any PO is processed, the requester must seek approval from Physical Plant on the golf cart purchase. Contact Tom Groshong at firstname.lastname@example.org Carl Shortt at email@example.com written approval to be attached to the requisition. If the requisition does not have this approval, the requisition will be returned to the requester.
Click the links below to find the approved specifications:
Anyone hired to perform services at UCO on a short term basis should be considered a temporary employee, utilizing Advantage Staffing. Independent Contractors are the exception, not the rule. Independent contractors have other customers outside of UCO. Independent Contractors are those who follow an independent trade, business or profession in which they offer their specialized services to the public, and are not employees nor perform tasks performed by current employees. The general rule is that an individual is an independent contractor if you, the person for whom the services are performed, have the right to control or direct only the result of the work and not the means or methods of accomplishing the result. REF: IRS.GOV Please note that Honorariums and Stipends are considered payments for services by the IRS.
Independent Contractor Speaker Contract The Contract for Guest Speaker is utilized for any individual speaking at a UCO venue.
Independent Contractor Entertainment Contract The Entertainment Contract is utilized for larger bands/bigger entertainment venues wherein risk factors are greater and dollar amounts to hire such performers are substantially more. The Entertainment Contract requires for all correct and accurate paperwork to be clocked into the Purchasing office at minimum, 14 business days prior to the event, and the contract commits to a payment the day of the performance. If the department does not adhere to the 14 business day requirement and the accuracy of all paperwork, no commitment can be made to pay the performer the day of the performance.
Independent Contractor Service Agreement The Service Agreement can be utilized for any service of any kind less than $10,000.00 to even include performers/entertainers of small venues, e.g. students playing musical instruments for graduation. <<Frequently utilized vendors for some services may have UCO Service Agreements on file for an entire fiscal year and therefore, may not need to be completed for each project, per campus customers. Campus customers should check the report Vendors Registered As Independent Contractors with Service Agreements on File before completing a service agreements. The link to find this report can also be found at http://www.uco.edu/administration/pur-pay-trav/_info-for-vendors/index.asp >>
The noted contracts require five business days to process UCO execution of authority. These days are in addition to the four day processing for purchase orders. The requestor should complete the form and have the Independent Contractor sign the contract. The contract
form should be attached to the requisition and submitted to the Purchasing Department by way of front desk processing and date/time clock stamp with a minimum of 9 business days prior to the independent contractor service being performed. The Purchasing Department will obtain the UCO executor signature once the requisition and all documentation have been reviewed and accepted as complete. Any other vendor contracts outside of these approved Independent Contractor Forms require a six week processing time. **Please note if the service performed entails an event to be held on University premises, Risk Management must be notified, at minimum 30 (thirty) business days, before the event date, effective 8/8/13. **
All contracts between UCO and vendors require for vendors to carry Oklahoma Worker's Compensation and customary insurance. The Independent Contractor/Vendor agrees to comply with all provisions of the Oklahoma Workers' Compensation laws and maintain such liability insurance as is customary and appropriate in his or her profession or industry. If the services are to be performed on University premises, the Independent Contractor/Vendor shall provide, upon request, the University with written proof of workers' compensation and customary and appropriate insurance coverage. The vendor does have the option to select to complete the Affidavit of Exempt Status Under the Worker's Compensation Act Form.
The payment of individual UCO employee's membership dues has been determined to be an invalid expenditure. However, individual 'position' memberships which are transferable are an allowed expenditure. Payment is authorized by means of purchase order or ProCard. This is in accordance to OSF Chapter 300, 319P.
UCO Purchasing & Payment Services Department has authority to increase encumbrance documents, purchase orders and payment amounts up to $25 without the financial manager's authorization.
To assure the entire procurement and payment process flows smoothly, it is imperative for departments to properly document partial receipts and full receipts of products (tangible merchandise). In most circumstances, your purchase (ProCard or purchase order) is delivered to Central Receiving and redistributed to your department by Central Receiving personnel. Your signature for delivery is obtained at this time. However, there are situations involving desk top delivery, and purchases do not deliver through Central Receiving. This can also occur when a department purchases and picks up items locally, when the product arrives by U.S. Mail or desk top delivery allows the product to be delivered directly to your office. In these situations, no tangible product is processed through Central Receiving and it is mandatory in each scenario the receiver of the department take one of the following actions:
1. Document the receipt of the product by signing the purchase order copy or signing the packing slip, including the date of receipt, and forwarding to Central Receiving, Campus Box 131.
2. Document the receipt of the product by signing the purchase order copy or signing the packing slip, including the date of receipt, and emailing to firstname.lastname@example.org
3. Document the receipt of the product by signing the purchase order copy or signing the packing slip, including the date of receipt, and faxing to Central Receiving at 974-3867.
There is no action required by Central Receiving for the following types of purchase orders: Services, Lease/Rentals, Maintenance Agreements, Registration, Hotel Reservations, Memberships.
Registration fees for conferences, meetings, seminars and similar events shall normally be paid by purchase orders. However, in the following specific situations, advance pre-payments (UCO checks issued before the event date or ProCard payment) may be allowed:
1. The organization requires pre-registration along with payment and by standard written policy, will not accept a purchase order.
2. A discounted fee is offered if registration is paid in advance.
With regard to situation one, pre-payment may be authorized with the completion of the following form if written documentation from the organization reflects they will not accept purchase orders. With regard to situation two, pre-payment may be authorized with the completion of the following form if written documentation from the organization states that substitution of participants is allowed and should the event be cancelled, registration will be refunded at 100%. These are in accordance to OSF Chapter 300, Section 319L.
UCO Policy states that any UCO employee failing to attend or participate in a pre-paid event or an event obligatory by purchase order shall be personally responsible for the incurred costs of pre-payment. Request for exemption of this policy should be made in writing to the Executive Vice President and include copies of all related documentation, preferably prior to the event occurrence. Violations of this policy may exclude various UCO employees from participating in or requesting pre-paid events.
All software purchases must be routed through the Office of Information Technology for approval prior to being submitted on a requisition to the Purchasing Department. Requests for I/T approval should be sent to: email@example.com or via campus mail box 122. I/T approval must be attached to the requisition. If a requisition is submitted to Purchasing without I/T approval, it will be returned to the respective department. Exceptions to this policy include pre-approved I/T software. With this, per the Office of Information Technology, ALL technology purchases must be made with the approval of the Office of Information Technology. Approval may be obtained in two ways per the Office of Information Technology website: UCO Technology Purchasing. Approval must accompany the requisition sent to the Purchasing Department.
These such hires require the use of Advantage Human Resourcing dba Advantage Staffing (formerly Talent Tree). See the Advantage Human Resourcing contract tab for directive.
All vehicle rentals are purchased by requisition only, through the Purchasing Department. To add vehicle rental information to the requisition, seek the item text portion of your requisition. Add the vehicle text by utilizing the 'modify clause'. If you need assistance, seek your assigned buyer. Fuel cards and Pikepasses are available with a vehicle rental purchase order in hand. These can be checked out by coming to the front desk of Room 109 in the Administration Building. REF: ADM-PUR-1(See Purchasing/UCO Current Contracts for details regarding Car and Van Rentals). See UCO Contracts and the Enterprise Car Rental section for an example vehicle requisition to offer guidance.
Vendor problems should be reported to the Director of Purchasing by way of the Vendor Performance Quality Report. It is the responsibility of the University to adequately and fairly document problems and allow for resolve and cure on part of the vendor partner before considering terminating partnerships. Once the written report is made, the Director of Purchasing will work to resolve problem issues or remove the vendor from campus, if applicable.