• Organization
and Objectives
Authority for Procurement
Responsibility and Objectives
Authorization to Purchase
Gifts and Gratuities
Conflict of Interest
• Expenditure
of Funds
Fund Sources
Requisition to Purchase
Distribution of Requisition
Invoice Approval
Authorized Payments
• The
Purchase Order
Purchase Order
Standing Purchase Orders
Cancellation or Change Orders
Damages/Shortages/Returns for Credit
• Supplier
Selection and Request for Proposals
Supplier Code of Conduct
Selection of Suppliers
Supplier Relations
Preferred Supplier
Purchasing Involvement
Single or Sole Source Justification
Supply Sources
Supplier Qualification
Requests for Quotation
• Special
Procurement Policies
Bookstore
Central Stores
Computer Hardware/Software and Networking Equipment
Contracts
Cellular Phones and Electronic Communication Devices
Copiers
Emergency Orders
Facilities Management: Remodeling/Renovations
Food Service
Furniture
Inside Deliveries
Leases
Mailing Services
Office Supplies
Personal Orders
Printing
Telecommunications Services
ORGANIZATION
AND OBJECTIVES
AUTHORITY
FOR PROCUREMENT 1.1
The Purchasing Department is a division of the Office of the Vice
President for Management and Business. Purchasing negotiations are
delegated to the Director of Purchasing by the President of the University
and the Board of Directors.
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RESPONSIBILITY
AND OBJECTIVES 1.2
The Purchasing Department is responsible for the administration of
the Procurement Card program and Centralized Purchasing Services for
the University. Good business practice and responsibility for the
expenditure of University funds dictate that the University obtains
competitive bids/quotations where applicable. Procurement of goods
and services shall be made on the basis of competitive prices, considering
quality, delivery, and service.
The following guidelines have been established to promote competitive
bidding. It is recommended that even though formal bids are not required
for purchases under $5,000, departments should competitively bid goods
and services to insure they are receiving the best service or value.
1. 0 - $2,000 - Procurement Card or requisition to Purchasing.
2. $2,001 - $4,999 - Requisition to Purchasing. Competitive
bids encouraged but not required.
3. $5,000 and above - Requisition to Purchasing. Three
competitive bids required. Attach Bid
Documentation Form listing three bids or sole/single source justification.
The Purchasing Department will assist departments in
locating potential suppliers and obtaining pricing and product availability
information for any materials or services they require.
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AUTHORIZATION
TO PURCHASE 1.3
All purchases, irrespective of the sources of funding, are governed
by the policies outlined in this document.
No individual or department has the authority to procure goods, equipment
or services against a purchase order or procurement card without committing
sufficient funds to meet the purchase obligation unless specifically
authorized to do so by the President of the University, Board of Directors,
or the Vice President of Management and Business.
Authorized purchase orders can only be issued by the Purchasing Department
and must be signed by an agent of the Purchasing Department.
All purchases (except for professional services)
in excess of $5,000 must be reviewed according to PURCHASING
AUTHORIZATIONS prior to the commitment
of University funds. All procurement card transactions are to be approved
by the appropriate budgetary head.
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GIFTS
AND GRATUITIES 1.4
The Purchasing Department staff and departmental employees may not
accept personal gifts or gratuities from any current or potential
supplier of goods or services.
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CONFLICT
OF INTEREST 1.5
The University generally does not enter into purchasing contracts
with students, faculty and staff or members of their immediate families.
A purchase from a business in which an employee has an interest is
prohibited unless a full disclosure of the background facts is presented
in writing to the Director of Support Services for review. A potential
conflict of interest exists if the employee and/or his or her spouse
or child owns 10 percent or more of the assets of a business supplying
goods or services to the University.
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EXPENDITURE
OF FUNDS
FUND
SOURCES 2.1
All funds allocated to University departments, whatever the source,
are University funds and must be handled according to University policy.
This applies to grant, gift, and restricted funds, as well as general
University allocations.
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REQUISITION
TO PURCHASE 2.2
Only persons with officially designated signatures on file with the
Controller’s Office have authority to issue requisitions. The
Purchasing Department has responsibility for verifying signature authorization.
Requests for outside purchases that are to be processed via a Purchase
Order, whatever the source of funds, must be processed through
the Purchasing Department on a requisition form (#75-133).
Departments are asked to provide the Purchasing Department with the
following information. When suggesting a supplier, provide the full
name and address if know. Include the name and telephone number of
the representative you are dealing with. List each item using as much
detail as possible. Provide complete description of materials or service,
including manufacturer’s stock or catalog number. Include the
name of the contact person in the department who is knowledgeable
about the order. The Purchasing Department will secure bids for requested
goods or services if required.
All orders will be received at Central Receiving, 913 Bluff Street,
Mellon Hall, Pittsburgh, Pennsylvania 15219, unless prearranged as
an inside delivery. (See Inside Deliveries, section 5.11.)
For more information, visit Central
Receiving and Stores.
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DISTRIBUTION
OF REQUISITION 2.3
The original, copy one and copy two are to be forwarded
to the Purchasing Department. The fourth copy (goldenrod) is to be
retained by the requisitioning department.
INVOICE
APPROVAL 2.4
All invoices should be sent directly from the supplier to the Accounts
Payable office. If the department receives the invoice, it should
be forwarded to Accounts Payable promptly.
All departments should arrange for alternate signatory power in the
event that staff absences would delay the appropriate approval. The
Manager of General Accounting must be notified of all authorized signatures.
The Accounts Payable Office reviews all invoices for payment approval.
Invoices are verified against the purchase order for accepted/received
goods. All discrepancies must be cleared before payment is issued.
If necessary, the department would be contacted for additional clarification.
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AUTHORIZED
PAYMENTS 2.5
All original documentation must be attached to a request for authorized
payment, form #75-134. The Accounts Payable Department verifies authorized
payment request for correct general ledger account numbers, authorized
signatures, and a balance available in the department’s budget
being charged. For more information, visit Authorized
Payments.
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THE PURCHASE ORDER
PURCHASE
ORDER 3.1
A purchase order is prepared by the Purchasing Department using the
requisition as a worksheet. The white copy is faxed
to the supplier, the blue copy is retained in the Purchasing Department,
the yellow copy is sent to the originating department, and the green
copies are sent to the Receiving Department (or to the originating
department if the order is being shipped directly to the department
as an "inside" delivery).
Purchase order numbers are assigned by Banner. THEREFORE,
NO PURCHASE ORDER NUMBER CAN BE GIVEN OUT BEFORE THE ORDER IS PROCESSED
THROUGH BANNER.
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STANDING
PURCHASE ORDERS 3.2
Standing purchase orders are intended to eliminate small repetitive
requests for expendable supplies or services. Standing orders encumber
an amount of funds for a stated length of time for a specific type
of purchase.
Standing order descriptions are to include the type of item (i.e.,
laboratory glassware, electrical supplies, rental or service requests,
etc.) and the name of the department or individual authorized to release
against the standing order. Supplies or services are released against
these orders by a designated department representative when needed.
IT IS THE DEPARTMENT’S RESPONSIBILITY TO MAINTAIN THESE ORDERS.
THIS APPLIES TO EXPEDITING RELEASES, HANDLING RETURNS AND RESOLVING
PROBLEM INVOICES.
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CANCELLATION
OR CHANGE ORDERS 3.3
Requests for canceling or changing a purchase order are to be sent
to the Purchasing Department in writing or via email by an officially
designated individual. State the reason for the cancellation or change
and reference the purchase order number and the supplier’s name
and address.
Notification of the change/cancellation will be sent to the supplier.
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DAMAGES/SHORTAGES/RETURNS
FOR CREDIT 3.4
It is the department’s responsibility to report any damages or
shortages immediately to the Purchasing Department. Most suppliers
require damages or shortages be reported to them within five to ten
working days after the item has been received to ensure proper replacement
or credit.
The Purchasing Department will obtain a return authorization from
the supplier and will communicate with the department regarding the
return. The department is responsible for re-packaging the return
and making arrangements with the Receiving Department to pick up the
package. The package will be held in Receiving until pickup. It is
important to return the item in the original packaging, especially
when return equipment. PLEASE NOTE, SPECIAL AND CUSTOM ORDERS ARE
GENERALLY NOT RETURNABLE, AND IF RETURNABLE, ARE SUBJECT TO SIGNIFICANT
RESTOCKING CHARGES.
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SUPPLIER SELECTION AND REQUEST FOR PROPOSALS
SUPPLIER
CODE OF CONDUCT 4.1
Duquesne University is committed to conducting its business in an
ethical, legal, and socially responsible manner. University suppliers
shall conduct their businesses in accordance with the highest standards
of ethical behavior and in accordance with applicable laws and regulations.
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SELECTION
OF SUPPLIERS 4.2
Suppliers are selected for their ability to serve the needs of the
University in the most economical and efficient manner possible. Past
performance and cooperation are important factors. Suppliers must
also comply with laws and directives as they are issued.
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SUPPLIER
RELATIONS 4.3
The University strives to maintain excellent working relationships
with suppliers through prompt payment of invoices. Should a Department
receive an invoice directly from the supplier, it must be forwarded
promptly to Accounts Payable for payment.
Everyone involved in the procurement process is responsible to ensure
that suppliers are treated fairly and good supplier relations are
maintained. Care must be taken to ensure that no action can be perceived
as unethical or giving an advantage to a specific supplier. Departments
are permitted to meet with sales representatives; however they also
have the option to not receive sales representatives at their locations.
Salespeople may be referred to the Purchasing Department.
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PREFERRED
SUPPLIER 4.4
A preferred supplier is one with whom the University has a negotiated
or bid agreement which could include price discounts, delivery arrangements,
customer service requirements, etc. Preferred supplier agreements
will be developed based on Department requirement and purchase volumes.
These will be University-wide agreements and the same discounted price
and service levels will be available to all University Departments.
The University strongly recommends the use of preferred
suppliers and will publicize the availability of these agreements.
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PURCHASING
INVOLVEMENT 4.5
Purchases of complex or large dollar amounts frequently require extensive
discussions with sales or equipment representatives. To ensure compliance
with Purchasing policies and procedures, delivery logistics and terms
and conditions, Purchasing should be contacted early in the evaluation
process.
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SINGLE
OR SOLE SOURCE JUSTIFICATION 4.6
A sole source is one in which an item or service can only be purchased
from one supplier making it impossible to obtain competitive bids.
A single source is when more than one firm can supply the item or
service, but there is a business reason to place the order with a
specific supplier.
The University requires the requisitioning department justify why
an item is "sole source" or "single source." Justification
is to be in writing and must include the technical and/or commercial
characteristics, uniqueness, operational compatibility or other pertinent
information that make it impractical or impossible to competitively
bid. Reasons of convenience and/or expediency alone are not sufficient
reasons to bypass the competitive bidding process. Justification is
to be forwarded with the requisition to the Purchasing Department.
"Sole source" or "single source" written on the
requisition is not acceptable justification. Failure to provide proper
justification may cause a delay in processing the order. Please
click here to access the Bid Documentation Form.
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SUPPLY
SOURCES 4.7
Requisitioning departments are encouraged to suggest suppliers when
placing orders for goods and services. The Purchasing Department retains
the right to obtain pricing from alternate suppliers. If quotations
are obtained by the requisitioning department, they should be attached
to the requisition when it is sent to the Purchasing Department.
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SUPPLIER
QUALIFICATION 4.8
Suppliers doing business with the University for the first time are
evaluated on how well they perform. In addition, references are checked
and formal interviews conducted when possible.
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REQUEST
FOR QUOTATION 4.9
Competitive bids are solicited by the Purchasing Department for values
of $5,000 and above. In the event the requisitioning department obtained
quotations, this information must accompany the requisition.
All purchases (except for professional services) in excess of $5,000
must receive the Departmental and Administrative reviews and authorizations
indicated in Purchasing
Authorizations prior to the commitment
of University funds.
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SPECIAL PROCUREMENT POLICIES
BOOKSTORE
5.1
Requisitions for Bookstore purchases should be sent to the Purchasing
Department. Bookstore orders are processed in the same manner as requisitions
to outside suppliers. When possible, departments are encouraged to
use their procurement card when purchasing goods from the Bookstore.
THE BOOKSTORE DOES NOT DELIVER. IT IS THE DEPARTMENT’S RESPONSIBILITY
TO PICKUP ALL ORDERED MATERIAL.
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CENTRAL
STORES 5.2
All orders for Central Stores should be sent directly to the Purchasing
Department in room B12 Mellon Hall. Each requisition must show the
item number and description, quantity, budget number, and signature
of the authorized budgetary head. Central Stores orders will be delivered
by the Receiving Department unless departments specify they want to
pickup the order themselves.
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COMPUTER
HARDWARE/SOFTWARE AND NETWORKING EQUIPMENT 5.3
University purchases for institutionally supported hardware and software
standards should be made through the Computer Store by using a University
purchase requisition only. University procurement cards
will not be accepted for department purchases through the store.
The following information is required on the requisition:
- Part # (obtained through store quote)
- Quantity
- Cost (obtained through store quote)
- Full name of individual for which item is being purchased
- Exact delivery location
- Complete budget number
- Authorized budgetary signature
Returns may result in additional charges to the end user. These charges
may be a result of a vendor restocking fee or a return shipping cost.
These charges will be billed to the budget line used for the original
purchase. For more information, visit the Computer
Store.
HP LaserJet Printer Lifetime Warranty Program -- University owned
HP LaserJet printers are eligible for a lifetime warranty program.
Participation is ensured by purchasing the printer supplies the the
DU Computer Store. There will be a service charge assigned for work
done by the third party vendor issuing the warranty if toner has not
been purchased through the DU Computer Store. The warranty process
is bid annually. The Computer Store maintains a quantity of toner
in stock to ensure quick delivery.
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CONTRACTS
5.4
All contracts for agreements must be signed on behalf
of the University by the Vice President for Management and Business.
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CELLULAR
PHONES AND ELECTRONIC COMMUNICATION DEVICES 5.5
Employees will be provided cellular phones or electronic communication
devices for business related purposes. The use of these devices for
private, commercial or consulting purposes is not permitted. Devices
are to be used only by the individual to whom it was issued. Employees
shall be responsible for the safekeeping, care and custody of the
cellular phone or electronic device assigned to them. Devices no longer
required because of termination of employment or change in job status
shall be returned to the Telecommunications Department so service
can be terminated.
Requests for new or upgraded cellular phone or electronic device
services are to be approved by the appropriate vice president. Requests
are to be forwarded to the Telecommunications Department, x5423.
For more information, visit Cellular Phones,
Pagers, and Calling Cards.
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COPIERS
5.6
Office copier requests must be approved by the Director
of Purchasing. A needs analysis will be performed to determine size
and features required by department. Effort is made to control copier
supplier selection to realize the most effective maintenance and supply
costs. When feasible, units are placed in areas or locations that
can be shared by multiple departments.
For more information, visit Copiers.
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EMERGENCY
ORDERS 5.7
Purchase order numbers are assigned automatically by Banner. NO PURCHASE ORDER NUMBERS CAN BE ISSUED UNTIL THE REQUISITION
HAS BEEN PROCESSED THROUGH BANNER. Phone requests for purchase order
numbers WITHOUT FIRST SUBMITTING A REQUISITION cannot be processed.
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FACILITIES
MANAGEMENT: REMODELING/RENOVATIONS 5.8
Requests for ALL types of remodeling work and renovations should be
submitted to the Facilities Management Department on a service requisition
form, with the following information included: requesting department,
building and room location, budget account number, department head
signature, concise description of the project, contact person, and
required completion date. Submittal of the service requisition should
always be the FIRST step in the renovation process. Typical examples
of such alterations are painting, installing equipment and utilities,
installing carpeting, installing office partitions and workstations,
general remodeling and major renovations.
Upon receipt of the service requisition, Facilities Management will
assign a project coordinator who will work with the requesting department
to develop written specifications, drawings, and cost estimates as
required by each project. Cost estimates can be developed for budgeting
or planning purposes, if the requesting department requires this.
In these circumstances, an authorized budget number is not needed.
Following the review and approval of final specifications, drawings,
and bid documents by the requesting department and Facilities Management,
selected suppliers will be invited to provide written cost proposals
to perform each phase of the alteration work and/or provide materials
and services. A minimum of three written proposals from individual
suppliers is required by the Purchasing Department for each phase
of the work that exceeds a cost of $5,000.
The successful bidder will be awarded the work based on the ability
to meet the specifications, the ability to complete the work on time,
cost and previous quality of work exhibited. Facilities Management
will initiate all required purchase orders to the suppliers, using
the budget account number previously authorized on the Service Requisition.
The completed purchase order with all written cost proposals and backup
material attached will be processed by the Facilities Management Department,
approved by the Purchasing Department if the purchase order is $5,000
or over.
The Facilities Management project coordinator will supervise the
work of all outside suppliers and Facilities Management employees
required to complete the alteration project. When the work is completed,
a copy of the original service requisition showing all actual charges
to the department budget account number will be forwarded to the requesting
department. Facilities Management labor and material charges (charge-back
via journal entry) will be shown on the service requisition, copies
of all purchase orders will be attached.
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FOOD
SERVICE 5.9
Food Service orders are placed directly with Duquesne Dining Services.
Orders are to be placed seven days in advance for "sit-down"
events and three days ahead for all deliveries. If the
request for service is under $2,000, departments are encouraged to
use a procurement card.
Contact Duquesne Dining Services to set up a procurement
card account. Provide Dining Services with the name(s)
of staff members responsible for placing food service orders against
procurement card.
To place Dining Service orders against a procurement card:
- Place order by phone, email, fax, or walk-in
- Dining Service will email, or fax a confirmation (event sheet)
with estimated cost to person who placed order, if requested
- Event occurs
- Procurement card will be charged within one week of the completed
event
- Receipt and copy of invoice will be sent to the cardholder
If the event is over $2,000, an account number must be provided when
order is placed. When the event is over, Duquesne Dining Services
will send an invoice to the ordering department. The invoice is to
be signed within 10 days and forwarded to Accounts Payable.
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FURNITURE
5.10
The Purchasing Department maintains a list of furniture suppliers.
Due to the constraints placed upon the University's Receiving Department,
we recommend using local suppliers who can arrange inside delivery
and installation. This applies to everyday items (i.e. chairs, desks,
file cabinets) as well as panel and modular systems.
When a department wishes to purchase a panel system, the Purchasing
Department will contact Facilities Management to assure proper coordination
of the lighting, electrical/data/phone wiring, heating, and air-conditioning
and ventilation installation.
LEASES 5.11
All leases must be signed on behalf of the University by the Vice President for Management and Business. Equipment costing less than $45,000 may not be obtained through a lease arrangement without prior approval from the Vice President for Management and Business.
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INSIDE
DELIVERIES 5.12
Items that are too bulky and heavy to be delivered by Central Receiving
or require assembly, installation, or special handling are considered
"inside" deliveries and are delivered directly to the requisitioning
department by the supplier. Examples of inside deliveries are: office
and computer furniture, large pieces of equipment, panel systems,
etc. Arrangements for inside deliveries must be made with the supplier
before placint the order and need to be coordinated through the Purchasing
Department. Inside deliveries are made either by a supplier's delivery
personnel or common carrier. Additional charges may be applied by
the supplier for this service.
UPS, FEDERAL EXPRESS, AND AIRBORNE DO NOT DELIVER DIRECTLY TO INDIVIDUAL
DEPARTMENTS. If an order is to be shipped UPS and the department marks
it "inside delivery", the Purchasing Department will change
the delivery location to Central Receiving. If there are questions
about whether an item should be delivered directly, contact the Purchasing
Department.
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MAILING
SERVICES 5.13
Mailing Services is the central mail facility for the University,
which processes internal and USPS mail for distribution throughout
the campus. Mailing Services also prepares, and processes outgoing
and standard (bulk) mail.
The main mail center is located in the Basement of Rockwell Hall.
Mailing Services provides a complete range of services including:
Addressing
Inserting
Metering
Sealing
Sorting
Preparing standard mailings
Distribution of Intra-campus mailings
Any department requiring any of these services must submit a signed
mailing requisition providing an account number. It should include
specification for production such as description, class of mail, number
of pieces, how addresses are to be furnished, due date, and any other
services that are needed. If the printed materials are coming from
Printing and Graphics, use the printing requisition number as a reference.
Mailing requisitions can be obtained from Mailing Services by calling
412-396-6192 or by using Online Supply
Ordering.
If a mailing request is beyond in-house capabilities, arrangements
will be made to secure an outside vendor to process the request. Processing
charges over $5,000 require competitive bids.
For more information, visit Mailing
Services.
MAIL ETC...
Mail Etc. is the on-campus location for buying stamps, shipping UPS,
sending express packages, or purchasing shipping supplies. Mail Etc.
accepts cash or checks. Mail Etc. is located on the second floor Towers
Living Learning Center at the Student Mail Center. For additional
information call 412-396-6601.
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OFFICE SUPPLIES 5.14
Office Supplies are ordered directly from our preferred vendor which
is currently Office Depot. Departments are strongly encouraged to
use Office Depot's web site when processing office supply orders.
Visit Office Supplies for more
information.
PERSONAL ORDERS 5.15
Because of the University's tax exempt status, under no circumstances
may a purchase order or procurement card transaction be used for personal
purchases.
Also, suppliers are under no obligation to offer discounts to University
employees and do so with the understanding that their offer places
the University under no obligation to conduct business with them.
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PRINTING 5.16
The University provides an in plant printing and copying service
through its Public Affairs/Printing and Graphics Department. The Copy
and Print Center is located in the basement of Fisher Hall.
Printing and Graphics provides a complete range of services including:
Document Creation Services
- Art and design capabilities
- Typesetting
- Printing
- Copying
Finishing Services
- Laminating
- Spiral Binding
- Fastback Binding
- Folding
- Trimming
Any department requiring any of these services must submit a signed
print requisition providing an account number. It should include specifications
for production such as quantity needed, date needed, color of paper
and ink, paper stock choice, if known, budget allowance and a disk
or email prepared in WORD containing any text to be used. A straight
copy job will require a clean original copy with crisp, clear text.
If a printing request is beyond in-house capabilities, arrangements
will be made through the production manager or PAR (Public Affairs
Representative) and the department originating the request to secure
an outside vendor to complete the job.
Competitive bids will be obtained to ensure the cost of printing
remains within available budgets.
The Purchasing Department will not process any order for printed
material (except custom forms and classified advertising) until verifying
approval of Public Affairs and verification of funding.
For more detailed information regarding the above, in addition to
information as to the purchase of promotional or specialty items and
photography, please visit Public
Affairs. Blank printing requisitions are also available at this
site.
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TELECOMMUNICATIONS SERVICES 5.17
The University provides the campus with basic and advanced telecommunication
voice needs through our Telecommunications Department.
The services provided through the Telecommunications Department are
as follows:
- Cellular telephones
- Pagers
- Calling cards
- Trouble reporting
- Adds, moves, or changes
- New phone equipment
- Voice mail
- Caller ID
University departments requiring any of these services must submit
a signed requisition. The requisition should include information pertinent
to the service desired along with the budget number. For more information,
please visit Telecommunications.
Blank requisitions are available at this site.
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