Purchasing Post
July 2014
Volume 7, Issue 7
We’re Going Home!
Facilities will begin moving Purchasing back to Anderson 21 beginning Monday morning, July
21, 2014. Responses to voicemail, campus mail and email could be delayed. We should be back
in full operation by Wednesday morning. Here is a copy of a previous Post due to the upheaval.
Announcements:
 July 24-28
Riley County Fair
 July 25
Manhattan’s
Furniture Amnesty
Day
 July 26
Aunt & Uncle Day
 August 3
Sisters Day
Kansas State University
Purchasing Office
21 Anderson Hall
785-532-6214
ksu.edu/purchasing
Purchasing Guidelines
OBTAIN ANY NEEDE D APPROVAL OR WAIVERS REGARDLESS OF COST OR SOURCE
Dept.’s Role &
Purchasing’s Role &
Result of Process
Responsibilities
Responsibilities
Purchase from established
Assist departments as
Compliance w/ K.S.A. KANSAS STATE
75-3317 to 75-3322.
vendors regardless of cost.
needed. Audit payments.
USE CATALOG
Total purchase amount is under
Available to answer
Department places order
SMALL
$5,000. questions and/or assist as
directly.
PURCHASES
needed. Compare pricing between
<$5,000 Will recommend established
contract & other vendors. Departmental
Use Business Procurement Card
contract vendors.
Discretion to use
(BPC) as much as possible.
contracts, solicit
bids, or purchase
directly.
Products /services are available
Assist departments as
Department places order
PURCHASES AT
from K-State approved
needed, and audit payments.
directly.
$5000 or MORE contracts.
Contract
1. Submit Purchase Requisition
1. Review PR & Specs.
Purchasing issues purchase
PURCHASES
(PR).
2. RFQ posted on website
order. BETWEEN 2. Include list of vendors &
and applicable vendors
Compliance with Board of
$5,000-$49,999 notified.
Regents / University
detailed specifications.
Non-Contract: 3. Send valid bids to
policy. 3. Review bids & send
Request for
Responsible use of
department for review and
recommendation to
Quotation (RFQ);
department funds by
recommendation.
Purchasing.
Competitive bids
seeking competition and
4. Award bid.
must be solicited.
obtaining best pricing &
service.
Same steps as above.
Same as above except bids
Purchasing issues order as
PURCHASES
must be received sealed.
per above.
≥$50,000 Non-Contract RFQ Sealed Bids
1. Determine needs over time
Purchasing creates
1. Review Documents,
Invitation for Bid
period.
contract. Department
determine which method
(IFB) 2. If negotiations required, send
places contract orders as
works best for dept and
Open-end contract,
letter to VPAF for
needed. situation. may reserve right
CONFIDENTIAL Compliance with Board of
Procurement Neg.
to negotiate. 2. Bids sent to Department
Regents / University
Committee (PNC).
for review. policy. 3. Submit PR, specs, vendors,
Request for
2b. RFP – coordinate
Responsible use of
and est. usage.
Proposal (RFP)
negotiations w/
department funds by
CONFIDENTIAL
Open-end contract,
vendors & dept. seeking competition and
4. Recommendations to
negotiation
3. Award Contract. obtaining best pricing &
Purchasing, negotiate as part
committee formed
4. Administer Contract.
service.
of committee.
1. Verifies information that no
1. Review Prior
Ensures check for
SPECIAL
competition exists or special
Authorization and
legitimacy on purchases
SITUATION
circumstances. justification/information. w/out competition. PURCHASES 2. Submit Prior Authorization
2. Require PR or bids, if
Compliance with Board of
Sole Source (PA) form with appropriate
necessary. Regents / University
3. Authorize, if deemed
documentation.
policy.
appropriate. 4. Report accordingly.
Emergency
Contact Purchasing. Solicit 3 phone bids, if directed. Submit PA form.
Process