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Payroll--Student

Purchasing

Staff Directory

Travel

Purchase Orders 

To create a purchase order for an amount:
     Less than $2,000
     $2,000 - 4,999.99
     $5,000 - 9,999.99
     $10,000 - 24,999.99
     $25,000 or more

Price Quotes (for requests under $5,000.00):  All quotes must include the following information:

• Vendor name and address
• Price quoted
• Date of quote
• Terms, shipping and delivery time
• Name of person providing the quote

Bids (for requests of $5,000 or more): 

• All bids must have identical, minimum specifications.
• Each vendor must receive a copy of these identical specifications.
• Vendor may then bid on their nearest comparable product.
• Bids must be signed and dated by the vendor, and either faxed or hard copy of bid must be received by Purchasing Department.
• We cannot accept a bid over 30 days old unless the bid specifies a day “good through.”

TG Vendor

When you see “TG vendor” in the instructions below, it refers to a Targeted Group Vendor.  These businesses fit the definition in state law as being small; targeted because of race, gender or disability; or economically disadvantaged.  Purchasing practices must include provisions, whenever practicable, for procurement from small, targeted group businesses as defined by Minnesota Statute 471.345, Subd. 8.  Lists are available in the Purchasing Department.  Economically disadvantaged are given a 4% preference.  Race, gender or disability disadvantaged are given a 6% preference.

Amounts Below $2,000.00, Any Vendor

A minimum of one verbal, written, or faxed quote is required.  The quote must include any shipping charges or educational discounts.  A second quote is highly recommended to assure competitive pricing.

1. A quote from a TG vendor is required when practicable.
2. Submit on-line PCS request or a completed 1400 form and a written quote, or the name and date of person giving verbal quote, to Purchasing.
3. Purchasing reserves the right to request additional quote/quotes for competitive commodities, or a quote from a TG vendor if one is not included with the original request.
4. A Purchase Order will be issued and mailed or faxed (if requested) to the vendor.

Amounts from $2,000.00 to $4,999.99, Any Vendor

1. A minimum of one written or faxed quote is required.  The quote must include any shipping charges or educational discounts.  A second quote is highly recommended to assure competitive pricing.
2. A quote from a TG vendor is required when practicable.
3. Submit on-line PCS request or a completed 1400 form and a written quote, or the name and date of person giving verbal quote, to Purchasing.
4. Purchasing reserves the right to request additional quote/quotes for competitive commodities, or a quote from a TG vendor if one is not included with the original request.
5. A Purchase Order will be issued and mailed or faxed (if requested) to the vendor.

NOTE:  We may use State of Minnesota Dept of Admin M-Contracts, University of Minnesota Contracts, US Communities Contracts, and other approved cooperative purchasing agreements for requests over $5,000.00 without going through the bidding process.  You may request vendor names for any of these contracts from the Purchasing Department.  Prices still need to be verified, and hard copy quotes are necessary when purchasing from any of these contracts.  The Purchasing Department will issue purchase orders.

Amounts from $5,000.00 to $9,999.99, Any Vendor

1. A minimum of two written or faxed quotes are required.  Bids must include identical specifications, any shipping charges or educational discounts.  More than two bids are highly recommended to assure competitive pricing.
2. One bid from a TG vendor is required when practicable. 
3. Submit an on-line PCS request or a completed 1400 form and the quotes to Purchasing.
4. Purchasing reserves the right to request an additional bid(s) for competitive commodities; or from a TG vendor if one is not included with the original request. 
5. A Purchase Order will be issued and mailed or faxed (if requested) to the vendor from whom the lowest bid was received.

Amounts from $10,000.00 to $24,999.99, Any Vendor

1. A minimum of two written and signed bids are required.  These bids must be done by the Purchasing Department.  One bid will be from a TG vendor, if applicable.  Precise and detailed specifications are required.
2. Submit an on-line PCS request or a completed 1400 form to the Purchasing Dept., along with a list of all potential bidders.
3. A Purchase Order will be issued and mailed or faxed (if requested) to the vendor from whom the lowest bid was received.

Amounts $25,000.00 or more, Any Vendor

1. Bidding will be done by Purchasing Department.
2. Bidding must be by sealed, advertised bids.
3. Submit an on-line PCS request or a completed 1400 form to the Purchasing Department along with a list of all  potential bidders.  Precise and detailed specifications are required.
4. The requestor will be notified as to the outcome of the bid.
5. A Purchase Order will be issued and mailed, or faxed (if requested), to the vendor from whom the lowest bid was received.

Last Modified: Thursday, June 12, 2008 13:50 by Kathryn Mahlke