How to Purchase Goods or Services

How to Purchase Goods or Services

How to Purchase Goods or Services

Things you need to know prior to soliciting goods or services from a vendor.

  1. The Office of Contracting & Procurement (OC&P) is bound by State laws and University policies that mandate how goods and services are procured.
  2. Price thresholds were developed by the State and adopted by our Board of Trustees.
  3. There are 27 categories of exceptions that can be utilized by the campus community in lieu of quotes/bids; however, if your purchase exceeds the bid threshold of $33,300.00, exceptions can only be used with a Board of Trustees approval.
  4. Additional requirements or documentation may be applicable depending on the commodity and/or price of your purchase.
  5. Vendors are also subject to State regulations. Please visit Vendors: Doing Business with Rowan for more information.

 

Price Thresholds

Bid splitting is the improper split of a purchase into multiple purchases in order to avoid triggering dollar thresholds that would require you to obtain additional documents. Bid splitting is in direct violation of State & University regulations.

$0 - $3,329.99 Three quotes are encouraged, but not required.
$3,330.00 - $33,299.99 Three quotes are required, unless an exception applies.
$33,300.00 and over Public bid is required, unless an exception applies.

 

Additional Requirements

Entertainment / Food Entertainment Form 
Furniture
Approval through Facilities, Planning & Construction. Contact Tony Kula at kula@rowan.edu 
Lease / Rental
Copy of fully executed agreement required
Independent Contractor
IRT
IT Acquisition Process (ITAP) All corresponding quotes/invoices are submitted as supporting docs.
Vehicle Vehicle Request Form 
$17,500 and over Ch. 51 compliance approval *
$25,000 and over System for Award Management (SAM) approval *

 *The OC&P handles the approvals for these documents; however, it may delay your requisition if the vendor is determined to be non-compliant.

 Please remit supporting documentation for all requisitions requiring quotes or requests for additional assistance to: requisitions@rowan.edu

 

BOT Waiver Requests  

The Board of Trustees can permit the University to procure specific goods and services for which the dollar amount exceeds the bid threshold (currently $33,300), without publicly bidding the request.

There are 27 categories of exceptions that can be utilized by the campus community to request a board waiver.
Departments requiring the requested goods or services must submit the BOT Waiver Request with any additional information necessary to Chris Haley via email.

 

Public Bid Requests

The OC&P is here to help whenever you anticipate a purchase of goods or services that may exceed the public bid threshold established by the State (currently set at $33,300) or extend over multiple fiscal years. There are certain purchases/services that will be exempt from public bidding. OC&P will determine whether or not your purchase is subject to bid. Please contact the OC&P for any bid related inquiries.

 

Sole Source Exception Request

It is the policy of the University to procure all materials, equipment, supplies, and services through competitive means. However, there exists a category of expenditure whereby such open bidding is not possible due to the product or service being available from only one source. In those instances, the Sole Source exception may apply.

Threshold Requirements

$0 - $3,329.99 No Exception Request required.
$3,330.00 - $33,299.99 Exception Request required.
$33,300.00 and over Exception Request and Signature Page required.

Please submit your request here and attach your signature page (if required), along with additional supporting documents, i.e., contracts, quotes, specifications, etc. An OC&P team member will notify you if your request has been approved.

Note: You must login to google docs prior to submitting request.

 

Purchasing in Banner: What you need to know

Following the vendor selection and appropriate threshold requirements, you are ready to enter your request in Banner. For help with this process, view IRT’s Banner training resources.

Step 1: The End User creates a requisition (req) in Banner
Step 2:  The OC&P reviews the req and any supporting documentation for compliance within State & OC&P policies.
Step 3: The OC&P converts the req to a final purchase order (po) in Banner and obtains all necessary signatures.
Step 4: All completed pos will be emailed to the End User for final distribution to the vendor.
Step 5: End User completes appropriate screens in Banner, and forwards invoices on to Accounts Payable for payment.

 

Commodity Codes

All requisitions (including individual line items) must have an accompanying Commodity Code. Commodity Codes are specific reference codes that classify goods or services being purchased. All valid Commodity Codes start with the letters "CD," or "IT" if they are Information Technology related. Information Technology Codes cannot be on the same Requisition as non-IT commodities (Shipping & Handling is the only exception).

Commodity Codes Last updated: September 6, 2017

Note: This list will be periodically adjusted with new codes from end-user feedback. Please revisit this page for the most up to date list. Future updates will not change existing codes.

 

Account Codes

Use of the appropriate Banner Account Code when processing transactions is vital in ensuring the University's financial statements are property stated. Please carefully consider the account code(s) to be used when entering requisitions.

If you have questions, reach out to Lori Morro at extension 64248 or another staff member on the main line to the Office at 64041. Use of an inappropriate account code will cause your transaction to be disapproved so that it can be corrected.

Account Codes List Last updated: 8/23/2017

 

Preferred Vendor

Through the public bidding process, the OC&P has approved specific vendors for certain goods and services.

Alternative Procurement

In certain instances, the OC&P will allow you to go outside of the requisition system. You can find out more here.

Green Procurement

Green Purchasing, also known as environmentally preferable purchasing (EPP), is the coordinated purchasing of goods and services to minimize impacts on human health and the natural environment.