Where do you start?

If you've never purchased anything before, call me first (x7532). I will walk you through the purchasing process step by step and offer suggestions.

Know exactly what you want but don't know a supplier?

Call or send me an e-mail with as much information as possible. I have a number of resources for information and will work with you to select a vendor that best suits your needs.

Only have a general idea of what you want?

Call me at ext 7532. We'll discuss your needs and offer solutions.

When should you bid?

In general, price competition is the best way to make money go further. The University has several agreements in place for supplies and services with excellent prices where the competitive bidding is already done. See “Contracts” for a listing of the agreements. For purchases outside of these agreements departments are encouraged to check prices or send your requisition to me and I will do it for you.

Remember, orders over $5,000 require competitive bids. But even under this amount it is advocated whenever practicable. Competition is like any other tool; it must be used wisely, in the right place, and with the right skill.

I have had a lot of experience at this and can often help if given the opportunity.

Does the lowest bidder have to be selected?

There may be circumstances where other factors such as quality, service and reliability are more important than the low price. You must clearly state the reasoning in writing why the low bidder was not selected on page 2 of the purchase order form when the order and competitive quotes are sent for approval.

Are there exceptions to the competitive bid requirement?

Where there is a sole source for the item(s). The general characteristics of sole source item(s)are as follows:

• No other company can supply a similar item that meets our requirements.
• Items purchased directly from the manufacturer.
• Items purchased from a distributor where there is only a single distributor who sells the product.

When the purchases are made through a Univesity Contract, PA State Contract or a cooperative contract including the Philadelphia Area Collegiate Cooperative and Educational and Institutional Cooperative. Discretion should be used on whether the items should be sole sourced based on the fact that the state or the cooperative has already obtained bids in order to make the contract.

Additional purchases of item(s) that has been previously bid within the last year. Include a copy of the previous bid with the order.

In all cases orders above $5,000 must have a written, explanation and justification of why there are no competitive bids on page 2 of the purchase order.

What doesn't require a PO?

Travel expenses (such as hotel reservations), pre-printed materials (books, periodicals), conference registrations, entertainment or subscriptions.

Orders placed for business cards, cell phones, copiers, office supplies and spring water and coffee service through University contracts with preferred vendors.

How do I go about placing an order?

Detailed directions on how to process a purchase order are available in the Controllers Office Policies Booklet.