REQUESTING SERVICES:
Purchase Request (P.R.) or Requisition: A request for services is submitted by the requisitioner into our electronic procurement system called “SAP”. The PR is automatically forwarded to the required approvers, and then on to the Purchasing Office. The Purchasing Office turns the PR document into an official contract called a Service Purchase Contract (SPC) The SPC FORM is then mailed to the contractor for signature and then to Harrisburg for legal signature if $1,500 or over. When all University and Contractor signatures have been affixed to the contract, one copy is sent to the contractor, THEN and only then can the service BEGIN. The SPC form must be routed and signed by the Contractor, the University, and Legal Counsel PRIOR to any service taking place.
SERVICES of less than $1,500 DO NOT require a PR in SAP and DO
NOT require bidding. The purchase should be made directly with the vendor by
the requiring department. USE your
initials, your phone extension and the month and day AS the order number: i.e. AMZ3595-5/17. At the time of purchase, the purchaser should instruct the vendor
to mail all invoices directly to the department requiring the service and to
use the order number on the invoice.
Upon receipt of invoices, the department should place the fund, funds center, and general ledger account number
to be charged for the service on the face of the invoice. The invoice should then be signed and
approved for payment, signifying that the service was performed. It should then
be forwarded to Accounts Payable for payment.
If a speaker requires a check on the date of the speech, send an email one week in advance to
the accounts payable office with the necessary information.
Services of $1,500 and up to $5,000 require the requisitioner to research the best value for the need. The PR must be placed in the SAP system with the selected vendor. If the requestor chooses not to select the vendor, then the requestor must list three suggested vendors on the PR and the Purchasing Office will bid out the service. The requisition must be received in the Purchasing Office at least 6 weeks prior to the service actually being performed. This timeframe is necessary in order to obtain the vendor's signature and Legal Counsel's signature in Harrisburg on the SPC Contract before the service can take place. The University cannot pay for services "after the fact". Contact the Purchasing Office, as soon as you believe you may need the service to discuss the timeframe needed to award your specific project
Services of $5,000 and up to $10,000 require faxed
quotes. The requisitioner must enter a PR
in SAP and list 3 suggested bidders.
The requisitioner may fax out the quotes and provide the results in the
“notes” section of SAP. If the
requisitioner chooses not to fax out quotes, then the Purchasing Office will
use the three suggested vendors listed on the PR and send the procurement out
for bids .
*See qualification statement on
MISCELLANEOUS page of this brochure.
$10,000 and Up:
Commonwealth Procurement Code Act 57 requires that any procurement of
$10K and up be handled directly by the Procurement Office using formal bidding
procedures.
SOLE SOURCE PROCUREMENTS: Contact the Purchasing Office prior to preparing a requisition form for a service which you believe can only be delivered by one sole vendor. It is mandatory that Legal Counsel in Harrisburg sign an "Approval" form for a Sole Source request. If Legal Counsel determines that the service can be competitively bid, they will not sign the approval for procurement as a sole source and your requirement must be sent out for bids.
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