"Important Purchasing Information"

Purchase Order Corrections

Open Purchase Order Procedure - (OPO)

Sales and Use Tax Certificate of Exemption

Purchase Order Process

DEPARTMENT INSTRUCTIONS - REQUEST FOR SUPPLIES AND SERVICES (RSS)

The information in these procedures will insure that each budget manager will be able to process requests with a minimum of problems from Central Stores and Outside vendors.  Please read all of the procedures carefully.  Requests should be typed and double spaced.  If you need clarification, call Purchasing. The phone number is (678) 891-3325.

Steps for Completing a “Request for Supplies and Services”

1-Date: Today’s

2-From: Department name

3-Department Head: Type budget manager’s name (person signing request)

4-Phone Extension: Phone number of a person who can answer questions regarding request    (secretary)

5-Contact name: Secretary

6-Location: Bldg. and room number for delivery and inventory tracking

7-Subject: Type of purchase

8-Approved: Signature of Department Head

9-Account number(s): It is necessary to separate each section of this number with a dash
714100-10000-2001100-11300-11000

10-Item # Catalog # Item Description Qty/Unit   Cost /Unit   Total Amount

Please double-space the items on each request.  Number each item sequentially.  Type item number, catalog number, product and model number first, followed by  a brief description.  The quantity and unit times the unit price must equal the total price.  Always include the unit.  Do not use dollar marks in either column. Give two letter abbreviation of unit. All information must be completed or request will be returned to department.
See attached unit list sample #2

11-Recommended Vendor     Street Address    City, State, Zip   Phone

Please include the vendor’s name, address, city, state, zip code, and area code-phone number.  Do not abbreviate any of the above.  For new companies only you must include Federal ID number.

Multi-page requests:   Your purchase order will only reflect the request number from page one.
For repairs of  equipment, you must have complete location of equipment, serial number, inventory number and contact person.

Request for Office Supplies

1. Office supplies should be order from the State Wide Contract Vendor “Staples”. Please use the Visa Purchasing card for office supply orders when  possible. Ensure when placing orders to include all contact information for delivery. If the item is not available on this contract or if you can find better pricing, please contact Logistical Services for an exception.

2. Staple Accounts can be set-up by contacting Janet Cook at:

Ph: 770-454-0663

E-mail: Janet.Cook@staples.com

Customer Service Tel: 1-877-826-7755

Customer Service Fax: 1-877-609-7770

Purchasing Order of Precedence

All purchases must follow the Order of Precedence as required by the State Purchasing Division at Department of Administrative Services (DOAS).  Exception must be approved by the Department of Logistical Services and DOAS.

1. Mandatory State Wide Contracts http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp

2. State Entity Contract (Agency Contracts)

Contract competitively bid and entered into by the President or his designated representative.  Contact Logistical Services for details.

3. Mandatory Sources http://www.doas.georgia.gov/StateLocal/SPD/Docs_SPD_General/StateUseProcurementList.pdf

Georgia Enterprise (GEPS) Certified Items list: http://www.doas.georgia.gov/StateLocal/SPD/Docs_SPD_General/StateUseProcurementList.pdf

4. Convenience Contracts http://ssl.doas.state.ga.us/PRSapp/PR_StateWide_contract_menu.jsp

5. Open Market Purchases (OMP)

No competition required if < $5K and can be used with the P-Card where applicable. (Try to shop around to obtain best pricing)
> $5K requires competitive bidding ( Goods or Service that can be reasonably foreseen during the fiscal year that will exceed $5000.00 must be competitively bid)

6. Exempt items from the competitive bid process. http://www.doas.georgia.gov/StateLocal/SPD/Docs_SPD_General/NIGPExemptList.pdf

How to Purchase

Emergency Field Purchase Orders

1 An emergency is when academic, research, plant or technical personnel are idled or unable to perform duties in the required time due to lack of materials or services. POOR PLANNING IS NOT CONSIDERED AN EMERGENCY.

2. The budget manager should carefully determine if an emergency exists.  If so, call Purchasing for an emergency purchase order number.  Have the following information available: request number, account number, amount of purchase, and vendor’s name, complete address, and phone number.

3. Purchasing will need a request for the emergency.  Please type the emergency EPO number you were given on the request below the request number box. (Top right hand corner). Please send request to Purchasing within 2 days.

R   00015

EPO-601996

Request Over $5000 - These items must be bid and complete specifications attached

1. The state requires the manufacturer’s name/brand and model number.

2. List three (if known) recommended vendors with complete addresses and phone numbers.

3. Include complete specifications on separate sheets of paper.  Number each specification sequentially.

4. Include any special instructions: delivery date, “this brand only” (give reasons why), etc.

5. An amount must always be given.  If it is not the exact amount, you must give an estimate or amount not to be exceeded.

SAMPLE SPECIFICATIONS

IBM WHEEL WRITER 1000 TYPEWRITER

COLOR: PEARL WHITE W/SHELL GRAY AND PEARL WHITE KEY BUTTONS

SIZE: NOT TO EXCEED 21" W X 15" D

WEIGHT: NOT TO EXCEED 23 LBS..

PITCH: 10,12, OR 15 CHARACTERS PER INCH

PAPER CAPACITY: MINIMUM OF 14.75"

KEYBOARD: MINIMUM OF 96 CHARACTER

PRINT SPEED: MINIMUM OF 16 CPS BIDIRECTIONAL

POWER SUPPLY: UNIVERSAL POWER SUPPLY, AUTO SENSING 100-240

SPELL CHECK CAPABILITY WITH A MINIMUM OF 50,000 WORD DICTIONARY

AUTOMATIC CORRECTION

REPRINT WHICH ALLOWS YOU TO PRINT MULTIPLE COPIES OF THE ORIGINAL

PC PRINTER OPTION TO ALLOW YOU TO CONNECT TO YOUR PC PRINTER

PROGRAMMABLE TOP MARGIN ALLOWS YOU TO SET THE TOP MARGIN

ALTERNATE LANGUAGE KEYBOARD ALLOWS YOU TO TYPE IN MANY LANGUAGES

SOUND HOOD AND CARRYING CASE

WARRANTY: MINIMUM OF 90 DAYS PARTS AND LABOR

sample  - Bid Specifications (typed)