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8/3/2019 Int Purchase Management
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Department of Materiel
Managements
Quick Reference Guide
4401 Powhatan Ave., Suite 111
Norfolk, Virginia 23529-0308
Phone757-683-3105Fax757-683-5108
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Limited Delegated Authority
Departments may purchase unrestricted open marketgoods and services valued at $1,999.99 (includingfreight charges) directly from the vendors usingthe American Express Card or an LPO.
Orders for like goods and services shall not be splitinto two or more orders (American Express Cardor LPOs) to avoid the $2,000 limit. This is ordersplitting and is prohibited.
This guide contains a list of restricted items.
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Purchases at $2,000 or Less
Obtain one telephone or written quote and
obtain the goods directly from the vendor.
Total cost must include shipping charges.
Purchase Method
American Express Small Purchase
Charge Card (SPCC)
Limited Purchase Order (LPO)
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A Partial Listing of Restricted
Items Alcoholic Beverages
Annual Agreements
Maintenance Agreements
Service Agreements, including butnot limited to cellular and pager
contracts. Campus design and construction
(this includes any type ofrenovation, security/fire systems,painting, electrical, building locks,keys, etc.)
Carpet (including installation) Computers and computer systems
or laptops valued at $2K or greater
Equipment Trust Fund (ETF)
Firearms and ammunition
Hazardous chemicals and disposalof the same
Narcotics and dangerous drugs orprescription drugs
Purchases from foreign countries(due to currency exchangerequirements)
Purchases from state employeesand their families
Radioactive materials
This listing does not include all restrictionsfor the LPO or American Express Card.Please contact Materiel Management foradditional restrictions.
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Contract Purchases
Using an LPO, Departments may purchase upto $50,000 of unrestricted goods andservices against the following valid
contracts:Commonwealth of Virginia
Old Dominion University
VASCUPP (Virginia Association of StateCollege and University PurchasingProfessionals)
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Purchases from $2,000 to $5,000
Purchase Method
Submit a Purchase Requisition to
Materiel Management.
A Materiel Management Buyer will
solicit the required telephone or written
quote.
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Purchases from $5,000 to
$30,000Purchase Method
Submit a Purchase Requisition to Materiel
Management.
A Materiel Management Buyer will solicit a
minimum of three quotes by phone, fax, or
unsealed bids.
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Purchases from $30,000 and
GreaterPurchase Method
Submit a Purchase Requisition to Materiel
Management.
A Materiel Management Buyer will solicit a
minimum of six sources in writing using either
competitive sealed bidding or competitive
negotiation. Public advertising is required.
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Where Can I Get LPO Forms?
LPO forms may be requested by the Budget
Unit Director or Custodian of LPOs by
mailing or faxing a memo addressed to the
Director of Materiel Management.
LPO forms will not be sent via campus mail.
For additional information contact Materiel
Management.
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Where Can I Get an American
Express Card?The Department of Materiel Management will
issue American Express Small Purchase
Charge Cards to individuals who have
appropriate purchasing authority andauthorization from their supervisors.
For additional information contact Materiel
Management.
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Where Can I Get Purchase
Requisitions?Purchase Requisition Forms are available
from the Central Warehouse at no charge.
You may obtain a supply by calling 34810.
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Special Authorizations
Purchases of some commodities and services
require a special authorization signature.
Some of those commodities and services
includes:
Printing (except business cards and forms),
furniture, painting, electrical services, etc.
For a complete listing contact MaterielManagement.
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Mandatory Sources
This is partial listing of Mandatory Sources:
Virginia Correctional Enterprises (VCE)
Metal and wood furniture
Office furniture
Office systems
Dormitory furniture
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Mandatory Sources Contd
VCE (Corprint) - Printing
Envelopes (window, regular, and kraft)
NCR forms
Flat forms
Letterhead
For a complete listing of mandatory sources
please contact Materiel Management.
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NAEB CODE OF ETHICS
1. Give first consideration to the objectives and policies of my institution.
2. Strive to obtain the maximum value for each dollar of expenditure.
3. Decline personal gifts or gratuities.
4. Grant all competitive suppliers equal consideration insofar as State or Federal statute and institutional policy
permit.
5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional
misrepresentation.
6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, andadvertisement , or a sample of the product.
7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing
purposes.
8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversies to
arbitration or other third party review, insofar as the established policies of my institution permit.
9. Accord a prompt and courteous reception insofar as conditions permit to all who call legitimate business
missions.
10. Cooperate with trade, industrial and professional associations and with governmental and private agencies topromote and develop sound business methods.
11. Foster fair, ethical and legal trade practices.
12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional
grown among them.