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Academic Affairs Standard Practice Guide
SECTION VI: PURCHASING
OVERVIEW
The Purchasing Services Department (Purchasing) administers procurement for the University in accordance with State of Ohio law and University policy. University annual purchases of goods and services exceed $200 million per year, exclusive of construction projects.
The Purchasing department has three locations to serve the University’s procurement needs. Hours of operation are 8:00 a.m. to 5:00 p.m. Monday through Friday.
To obtain the Purchasing staff listing, their respective commodities and location listing, please visit the Purchasing Department website at: http://www.utoledo.edu/depts/purchasing
RESPONSIBILITIES
Purchasing is responsible for administering the procurement of equipment, goods, supplies and services required and authorized for use by the University, UTMC and any offsite affiliated locations. Purchases of equipment, goods, supplies and services will be made from existing contracts with an emphasis on standardization where possible. (See “Supplier Information” link on purchasing website) Purchasing will apply principles of value analysis to every purchase transaction to obtain the best quality for the price and delivery to meet desired time frames.
Purchasing will assist departments in finding the best supplier, product or service to meet their needs.
REQUEST FOR PROPOSAL (RFP)
To submit a bid for a RFP, please follow the link below to the Purchasing department. The below link will open The University’s Purchasing department RFP process. http://www.utoledo.edu/depts/supplychain/RFPs_Bids/Request_for_Proposal/RFP_Postings.html
REQUISITION FORM
To submit a Purchase Requisition, please click the link below that will open a PDF form to be filled out and sent to The University of Toledo Purchasing Department. Once open, the form will automatically fill in a Requisition Number (RQ) complete as much as you can, print off and then send to the Purchasing Department either via email or interoffice mail.
http://www.utoledo.edu/depts/supplychain/PDFs/PurchaseRequisitionForm.pdf
PURCHASE THRESHOLDS
PURCHASES UNDER $5000
Purchases under $5000 (i.e. $4,999.99 and below including freight and handling) for non-capital goods and services are expected to use a P-Card (Please refer above to section VI).
PURCHASES BETWEEN $5000 AND $24,999.99
For purchases $5,000.00 to $24,999.99 for capital equipment and goods, and purchases of $5000 to $49,999 for services (a) the purchase will require a requestor and a manager, PI, or director having departmental budgetary responsibility, or their designee. (b) Direct pay for a limited number of purchases as defined in the procurement manual where a direct pay may be used. (c) For all other purchases, a University issued purchase order is required. (d) Competitive quotations (at least three (3)) should be obtained for any purchase under the bid threshold limits where a contract price does not presently exist.
COMPETITIVE BIDS
Competitive bid thresholds (a) For purchases of capital equipment and goods valued greater than $25,000 or services valued greater than $50,000 from a single supplier annually, a request for proposal (RFP) is required to be administered by the purchasing services department. Exceptions to the RFP requirement are: 1) Maintenance contracts purchased from the manufacturer or authorized dealer/supplier of specific equipment to be serviced, 2) Purchases made from group purchasing organizations the University participates in where the contracts have been established via a competitive bidding event, and 3) Purchases as defined by the competitive bid waiver process (b) The purchase will require a requestor, and a manager, PI, or director having departmental budgetary responsibility, or their designee, and an associate vice president, vice president, associate dean, or dean having departmental or divisional budgetary responsibility. This is to ensure funds are spent appropriately and in compliance with University policies, as well as with any sponsor(s), donor(s) or federal guidelines, to accomplish the desired financial goals of the Unit, College, and University.
COMPETITIVE
BID EXCEPTIONS
The only purchases, which may be made without competitive bidding, are the following:
- Maintenance contracts purchased from the manufacturer or authorized dealer/supplier of the specific equipment to be serviced. Purchases from other public agencies or group purchasing organizations where contracts have been established via a competitive bidding event.
- Purchases as defined by the competitive bid waiver process.
COMPLETING A COMPETITIVE BID WAIVER REQUEST
- The Competitive Bid Waiver form (request from Purchasing) is to be completed by the requesting department, with detailed justification as to the request.
- The form must be signed by the signatory authority of the index being used and forwarded to Purchasing.
- A verification of information and validation of request will be completed by Purchasing.
- Purchasing will obtain the President or his designee’s signature as final acceptance of waiver request.
- Notification of acceptance will be communicated via email to requesting department with approval to proceed to entering of requisition.
