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Procurement Office

Procurement - FAQs

Question: When does an order require a bid?
Answer: Whether or not an order requires bidding will depend on several factors. If the materials, service or equipment are on existing contracts with the University or on a statewide contract, no bids are necessary. If the purchase is justified as a Sole Source Purchase, bids are not necessary.

If neither one of these conditions exist and the proposed purchase is estimated to cost between $3,000 and $5,000, bids may be solicited based on the judgment of the Procurement Office professional buying staff.

If neither of these conditions exist and the proposed purchase is estimated to cost $5,000 or more, the request for purchase must be handled by the Procurement Office for competitive bidding.

Question: Are vendors allowed to visit my Department?
Answers: Vendors are allowed to visit Departments after receiving permission from the Procurement Office. If your Department is experiencing unannounced visits from vendors, please notify the Procurement Office.

Question: How are Procurement Cards (P-Cards) obtained?
Answer: P-Cards are obtained by contacting SPSU’s Procurement Card Administrator Denise Sanderson. Please forward an email request to Denise Sanderson, and she will contact you, obtain some information and forward the appropriate forms for completion and return.

Question: I know that I may not use my P-Card for travel expenses. However, if attending a conference or workshop in another city may the P-Card be used to pay for registration?
Answer: Yes, the P-Card may be used to pay for conference or workshop registration fees either in town or out of town. However, all other expenses such as food, lodging, parking, etc., may not be charged to the P-Card.

Question: Is it okay for my department to sign a vendor’s agreement?
Answer: No. Please do not sign a vendor’s agreement as it may have stipulations that are contrary to State law. The Procurement Office discourages the signing of all agreements that are from vendors.

As stated in the Board of Regents Purchasing Regulations, the only person authorized to bind the University in contractual obligations is the Institutional President and her designee(s). The appointed designees at SPSU are the Vice-President for Business and Finance, the Director of Budget, Grants and Procurement, the Director of Facilities (Construction Projects) and the Manager of Procurement.

Any agreement/contract signed by any other individual is null and void and the signer may become personally liable for any and all costs incurred.

Question: How do I get a PO issued?

Answer:  Assuming that the PO is to be issued for an item or service that does not require bidding (see above), a PO may be issued and forwarded to a vendor.  Complete a Departmental Request (DR), located on the Forms page, obtaining all required signatures for approval and forward to the Procurement Office for review.  The DR will be forwarded to the Budget Office for budgetary approval and, if approved, a PO will be issued to the vendor.  If this is the first time that the vendor has done business with the University, a Vendor Profile form (also located on the Forms page) must be forwarded to the vendor for completion and return prior to the issuance of a PO.

Question: Is it okay for my department to sign a vendor’s agreement?

Answer: No.  Please do not sign a vendor’s agreement as it may have stipulations that are contrary to State law. The Procurement Office discourages the signing of all agreements that are from vendors.  As stated in the Board of Regents Purchasing Regulations, the only person authorized to bind the University in contractual obligations is the Institutional President and her designee(s).  The appointed designees at SPSU are the Vice-President for Business and Finance, the Director of Facilities (Construction Projects) and the Director of Procurement and Mail Services.  Any agreement/contract signed by any other individual is the personal responsibility of the signee.

More FAQ’s to come!