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PURCHASING

PURCHASING. When To Use A Purchase Order Requisition Forms Required Quote Levels OCO Purchases Sole Source Purchases. WHEN TO USE A PURCHASE ORDER. Consulting services When a vendor will not accept a p-card All OCO purchases Circa (software) orders

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PURCHASING

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  1. PURCHASING • When To Use A Purchase Order • Requisition Forms • Required Quote Levels • OCO Purchases • Sole Source Purchases

  2. WHEN TO USE A PURCHASE ORDER • Consulting services • When a vendor will not accept a p-card • All OCO purchases • Circa (software) orders • Monthly maintenance or service agreements

  3. REQUISITION INFORMATION • Date, PI Signature, and UFID# • Vendor/Source Name, Address, Phone Number • Quantity, Description, Price • Fund, Program, SOF, CRIS, Project #

  4. SAMPLE REQUISITION

  5. QUOTE LEVELS • Purchase price < $5,000, no quotes required. • Purchase price between $5,000 and $25,000, 2 or more verbal quotes are required. • Purchase price between $25,000 and $50,000, 2 or more written quotes are required. • When contract vendors are used, no additional quotes are required.

  6. OCO PURCHASES • An OCO purchase is any property purchase of greater than $1,000. • OCO purchases must be made through the requisition / purchase order process. • OCO purchases must be tagged with an appropriate UF property ID tag.

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

  8. SOLE SOURCE INFORMATION • Description and use (in layman's terms). • List unique features that this item or service has that other comparable items or services do not have, and why these unique features are needed. Show as clearly and concisely as possible why only this item or this service will accomplish the function required. • Explain if the product or service is being purchased directly from the manufacturer. If not, explain why the item cannot be bid to the various dealers. • Explain the necessity for compatibility with existing equipment or instrumentation, if applicable. • Price cannot be used as a justification for a sole source. • The department will furnish, along with the requisition and a sole source certification, a current written quotation from the vendor.

  9. SAMPLE SOLE SOURCE FORM

  10. THANK YOU QUESTIONS ABOUT PURCHASING? PLEASE CONTACT: CHERYL BUCHANON @ EXT 1221 OR EMAIL: CDPETE@UFL.EDU OR READ ALL ABOUT IT AT http://www.purchasing.ufl.edu/

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