sTHE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
ISSUED DATE: 05/17/10
LOGISTICS/ACQUISITION OPERATING PROCEDURES
REVISED DATE:
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PROCUREMENT
SUBJECT
2.12
MANAGING REQUISITIONS
GENERAL INFORMATION
This procedure is issued to establish effective guidelines for managing Requisitions and the proper escalation for any
processing related issues.
AUDIENCE
Applicable to all Procurement Staff and designated Satellite Buyers
GUIDELINES
1.
Managing Requisitions with Missing/Incomplete Documentation
Upon review of an assigned Requisition the Buyer determines that the requisition is non-compliant or requires
additional supporting documentation is needed to process the request (or it has missing/incomplete documentation),
the Buyer and their Supervisor shall do the following:
2.
A.
The Buyer shall contact the Requestor by e-mail (or phone with a confirming e-mail) and explain the need
for the documentation or additional information, and forward any necessary forms (if applicable) to them
for completion/signature.
B.
If after two business days the Buyer has not received any response from the Requestor, the Buyer shall
inform their Supervisor and then transfer the Requisition to the Supervisor for resolution and follow-up.
C.
If after three business days the Supervisor has not been able to resolve the issue, the Supervisor shall
inform their Manger (with copy to the Chief Purchasing Agent) for disposition.
Requisition Processing Service Levels
A.
Service Level is defined as the time between the receipt of an approved requisition by Purchasing and the
issuance of an approved Purchase Order and/or Contract Documents. Below are the Service Levels for
each type of Procurement and Contract Administration process. These Service Levels are for routine
procurements and do not include requisitions related to fiscal year-end, requests for proposals/bids, or
major institutional projects.
Work Category
Service Level
Emergency
ASAP
Spot (less than $5,000)
less than or equal to 3 Business Days
Sole Source
less than or equal to 5 Business Days
Contract Release (GPO, State, Local, etc.)
less than or equal to 5 Business Days
Informal Bid ($5,000 - $25,000)
within 10 Business Days
Formal Bid (over $25,000)
less than or equal to 30 Business Days
completion of 95% of Renewals &
Contract Documentation
Contract Admin
B.
For any procurement that is anticipated to exceed the Service Levels listed above, the Buyer shall:
 Bring it to the attention of their Supervisor
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

C.
State why the Service Level will not be met
Track the progress of the procurement by giving their Supervisor weekly status updates
The Supervisor shall inform their Manager of any stalled procurements that they cannot resolve, or that
may adversely impact customer satisfaction.
EXCEPTIONS
Any exception must be in writing by formal addendum to this procedure or other formal written exception by the Chief
Purchasing Agent.
2.12
Managing Requisitions
Approved: Jeffery Bonnardel, C.P.M.
Chief Purchasing Agent
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