Purchasing Quick Guide
Central Purchasing Staff:
 Cristal Swain
cristal.swain@unco.edu
Executive Director of Purchasing and Contracts
970-351-2472
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Mary Jantz
mary.jantz@unco.edu
Assistant Purchasing Director
970-351-2288
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Alta Herndon
alta.herndon@unco.edu
Procurement Card Administrator
970-351-1612
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Morgan Gray
morgan.gray@unco.edu
Administrative Assistant
970-351-2287
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Debbie Prinster
Deborah.prinster@unco.edu
Contract Coordinator
970-351-2040
Purchasing Food Service:
 Marlene Olin
Purchasing Agent
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marlene.olin@unco.edu
970-351-1948
Dianne Hays
Dianne.hays@unco.edu
Administrative Assistant
970-351-2793
Facilities Management:
 Curtis Benton
Purchasing Agent
Curtis.benton@unco.edu
Bear Logic (Computer Technology Store)
 Jennifer Rasmuson jennifer.rasmuson@unco.edu
Sales Manager
970-351-2870
970-351-1538
Purchasing Website: http://www.unco.edu/purchasing
Quick Reference Guide Procedures
Please Note: If the University has a contract for specific goods and services, you must purchase off
the University-wide agreements regardless of cost.
 $5,000 or less – delegated campus departments have purchasing authority; May use UNC
VISA or check request
 $5001 or greater: All Purchases of goods and services equal to or greater than $5,001
MUST be encumbered as a Purchase Order prior to placing the order with the vendor (State
Fiscal Rule)
 $5,001 through $10,000 – purchases of Goods are processed at the discretion of the
Purchasing Agent;
 $5,001 through $25,000 – purchases of Services are processed at the discretion of the
Purchasing Agent;
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$10,001 through $150,000 – competition for Goods is sought via the Documented Quote
process;
$25,001 through $150,000 – competition for Services is sought via the Documented Quote
process;
$150,001 and greater – competition for Goods and Services is sought via either the
Invitation for Bids or Request for Proposals process. Vendors must respond with a
Competitive Sealed Bid or a Competitive Sealed Proposal.
Independent Contractor: http://www.unco.edu/acctservices/acctpay/indcont.htm
State Price Agreements:
https://www.bidscolorado.com/co/portal.nsf/xpPriceAgreementsByCategory.xsp
Legal Review: All vendor agreements and vendor terms and conditions must have legal
review prior to placing orders. Do not sign legal documents. Contact Debbie Prinster,
Contract Coordinator, 351-2040.
Unique Purchases:
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Office Furniture: As you may be aware, as of July 1, 2012 UNC is no longer required to
purchase office furniture through CCi. Through a formal solicitation process UNC has
awarded contracts for six (6) office furniture manufacturers to three (3) vendors: Office
Max Workplace Interiors (National, Global, Hon and Teknion), business Interiors by Staples
(Allsteel), and Office Scapes (Steelcase). You must order from one of these vendors. Contact
Cristal Swain, Executive Director of Purchasing and Contracts, 351-2472, for ordering
information.
Office Supplies: The University has a contract for Office Products with Office Depot. You
must purchase off the University-wide agreement. For more information, please contact
Purchasing, 351-2288
Promotional Products: Through the formal solicitation process, the University has selected
three (3) vendors to provide promotional products: Jack Wilson, LLC; Kristi Williams, HALO
Branded Solutions; and Office Depot. Please contact Mary Jantz, Assistant Purchasing
Director, 351-2288 for ordering information.
Apparel and Uniforms: Through the formal solicitation process, the University has selected
Victory Sales to provide apparel (t-shirts, hoodies, etc. and uniforms. Please contact Mary
Jantz, Assistant Purchasing Director, 351-2288 for ordering information.
Copy Machines: Contact Mary Jantz, 351-2288
Quick Reference Guide Documents
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Purchase Requisitions: Used to generate both Regular and Standing Purchase
orders. Requisition form available at
http://www.unco.edu/acctservices/ftp/purc/purc_req_form.pdf.
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Regular Purchase Order: Placed by Purchasing Department with a vendor for a onetime purchase of goods or services. Order is placed for a specific quantity at a
specific price
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Standing Purchase Order: Placed by Purchasing Department with a vendor when the
department expects to make repeated purchases of goods or services over an
extended period of time. Typically 7/1 to 6/30. Existing Standing PO’s can be
transferred into the next fiscal year during June. Standing Order Transfer Form will
be available on the UNC Purchasing website in early June each year.
Vendor W-9 Form: Required in order to create new vendors in Banner
Vendor Insurance Certificate: Vendors who perform services on campus must
provide proof of adequate insurance prior to beginning work. Contact Purchasing
for requirements
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