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UPDATE: EFFECTIVE 9/1/02, PLEASE USE PURCHASE REQUISITION FORM #PROC02.02.
You may order Purchase Requisition Form #PROC02.02 in the following way:
1) Fill out a Supply Requisition Form #SUP12
2) Request Purchase Requisition Form #PROC02.02
3) Send the Supply Requisition Form to the Materiel Control Department,
located in the Physical Plant
4) If you have any questions about this process, you may call Materiel Control
at Ext. 2.7265
A) CHECK FOR BLANKET ORDER OR NYS CONTRACT
Before you start writing your requisition, check to see if the commodity or service you wish to purchase is covered under a Nassau County or NCC Blanket Order or a New York State Contract. To find out about a possible blanket order, you may speak with a buyer in the Procurement Office who will check that for you. To see if your commodity is covered under a NYS Contract, click on "New York State Contracts" in the main menu of this website's home page. This will link you to the New York State OGS (Office of General Services) website.
Once in the New York State OGS Web site, click on "Contracts - Search or Browse," and then click on "Search Contracts." You will then see "Enter your query below." In this box, just try putting in one word, as the name of your commodity, as "projector," or "surge" for surge protector, or the main word of a manufacturer, as "Motorola." If there is a NY State Contract for that item, it will appear.
If you find that your commodity or service is covered under a blanket order, you will need to use a DELIVERY ORDER form, and not a requisition form, to communicate your requirements. THE CURRENT DELIVERY ORDER FORM IN USE IS FORM #PROC 00.02. You may order these forms by filling out a Supply Requisition Form #SUP12 and submitting it to the Materiel Control Department, located in the Physical Plant. If you need help in filling out the Delivery Order form, you may call the Procurement Office for assistance. It is to your department's advantage to use the Delivery Order form when utilizing a blanket order, as those forms are processed by the Procurement Office immediately.
If you find that your commodity is covered under a NYS Contract, use the requisition form to write your requirements, indicate at the beginning that your items are covered under a NYS Contract, and state the contract Group Number and the vendor's own Contract Number, both of which can be found in the New York State OGS website.
B) DECIDE ON A VENDOR (THE "SUGGESTED VENDOR")
1. Choose a vendor that has given you good prices/service in the past.
2. Use a vendor that is covered under a blanket order or NYS Contract, as described in Section "A" above.
3. If you don't know of a vendor that carries the commodity/service you require:
a) Check the Yellow Pages, or the Thomas Register, which can be found on a website or in
book form in the College Library.
b) Call the Procurement Office for advice.
C) CALL THE SUGGESTED VENDOR AND GET THE FOLLOWING INFORMATION
1. If you know the part number/product number of the item you wish to purchase, confirm that the part number/product number (the item) is still available. Find out the name of the manufacturer of the item.
2. If you don't know the manufacturer's name or part number/product number of the item you wish to purchase, obtain that information from the vendor.
3. Ask the vendor if any further information is needed to order the item, for example, color, finish, size, or other options that must be decided.
4. Get the estimated price for the item.
5. Ask if there will be a shipping charge. If so, get the estimated shipping charge.
6. If the item you wish to purchase will require assembly and/or installation, ask the vendor if they will assemble and install the item. If they do not assemble or install, determine if your department can perform those functions, make arrangements with another College department to do them, or find another vendor that agrees to assemble and/or install.
7. Record the full name of the person you speak with, and their phone extension.
D) FILL OUT THE PURCHASE REQUISITION FORM
1. Fill in all items. If possible, type your requisition; next best is clear, readable printing with ink pen. Buyers often fax a copy of your requisition requirements to vendors to obtain pricing, so your requisition must be readable to vendors as well as to buyers.
FILLING IN THE REQUISITION "TOP SECTION":
2. a) Requisition No.: Obtain number from Department requisition book, usually kept by the
Department secretary
b) Date Accepted and Buyer spaces: Leave blank
c) See Attachments: Check box if you are stapling backup papers to the requisition form
d) Page __ of __ : Fill in, as Page 1 of 2
e) MSDS Required: MSDS stands for Material Safety Data Sheet. If any items that you are
ordering have the capability of injuring someone or making them sick, by, for example,
spilling on a person, getting in their mouth or eyes, creating dangerous fumes, etc., those
items probably will require that the vendor send us a MSDS with the order. Typical items
requiring MSDS are: any chemicals, pharmaceuticals, copier toner cartridges, laboratory
items, etc. If you believe that any items you are ordering could be hazardous, please check
the MSDS Required box, and fill in the item numbers (as Item #1, 2, 3, etc., of your
requisition) in the Items space. The buyer will obtain the MSDS at time of ordering, if
necessary. Additional guidelines regarding the purchase of chemicals and other hazardous
materials are currently being developed, and will be available on this website in Section
VI, Item E, #3, when finalized.
f) Date of Requisition: Today's date
g) Date of Required Delivery: When filling in this date, please allow sufficient time for the
requisition to get all required approvals and to be processed by the Procurement Office – at
least one month. If items are emergencies, the Procurement Office will handle those
requisitions accordingly.
h) Previous Order No.: If you have ordered this item(s) previously, please fill in the previous
purchase order number. This will expedite the purchasing process.
i) Dept/Resp Center #: Fill in your department's name, and then your department's 4-digit
numerical budget code, known as the "Responsibility Code," for example, 5500 or 6558.
j) Object Code: The Object Code is the 3-digit code that represents the type of commodity or
service you wish to purchase. A list of Object Codes, titled "Objects of Expenditure -
Alphabetica,l" can be obtained from the Procurement Office or the Budget Office. Fill in
this space with the 3-digit code.
k) Bldg. Location Code: Fill in with the building and room number where the items are to be
delivered. Use the code for the building. Ffor example, T-416 means Tower Building, Room
#416.
l) Previous or Suggested Vendor: Refer to Section VI, Item B above.
m) Address: Suggested vendor's address
n) Phone: Suggested vendor's phone number
o) Contact: Vendor contact person
p) Estimated Total Cost: Fill in this space with the estimated total dollar amount of the entire
requisition.
FILLING IN THE REQUISITION "MID-SECTION:" QUANTITY, DESCRIPTION, ESTIMATED PRICES, ETC.
3. a) NO.: This is the requisition line number. Number your items sequentially, as 1, 2, 3, etc. b) QTY.: This is the number of items (each), dozens, cases, etc., you are ordering. Fill in with a numeral only.
c) Unit: Unit of Measure. Fill in with Each, Doz. (for dozen), Case, Pkg. (package), Rol (roll),
Btl (bottle), etc. You don't need to abbreviate the unit of measure; the buyer can do that.
d) NIGP Code: Leave this space blank. Buyer will fill it in with ADPICS Commodity Code.
Filling in "Description" and "Est. Price" (Estimated Price):
4. Provide the manufacturer name and part number for each item, and type/write this information first.
5. Provide a brief description for each item.
6. Include additional information, such as choice of options, colors, finishes, sizes, etc.
7. Provide a current price estimate of the UNIT price (for each line item on the requisition) in the column headed Est. Price. Do not provide a price from a previous purchase order or requisition, unless you have called the vendor to confirm that it is still the current price. Using old prices could result in a total amount that is much lower than the actual current cost of the order. This could cause delays in processing the order. Please do not write/type in the shaded columns headed Unit Price and Total Amount.
8. On a separate requisition line, state "Estimated Shipping Charge" if there is one, and provide the charge, if any, in the Est. Price column.
9. Note the assembly information, if applicable. (See Section VI, Item C, #6 above.)
10. If your commodity is covered under a NY State Contract, state this fact, and provide the contract Group number, and the vendor's own NY State Contract number.
"Justification" Section - Box at bottom of new Requisition Form #PROC02.02 that starts out by asking: Why is this purchase needed now? This is a new section added to the requisition form. This "Justification" section must be filled out by the requisition initiator, or the requisition will not be processed.
Finishing Up The Requisition:
11. Get all signatures required for your Department's requisition, such as Dept. Chair, Dean, Vice President, etc. Then send your requisition to the Budget Department, where the funds will be pre-encumbered.
12. Attach to the requisition form copies of catalog pages, price quotations, or any other documents that will aid the purchasing process.
E) SPECIAL APPROVALS
For certain kinds of purchases, special approvals (signatures) are needed. The using department should obtain these approval signatures, if necessary, prior to submitting their requisition to the Budget Department. Following is information regarding special approvals.
1. Effective September 1, 2002, all purchase requisitions requesting computers, printers, software and projectors, and requisitions for maintenance and licenses for those commodities, MUST have the approval of the M.I.S. Department before the requisitions are submitted to the Budget Office. If a requisition specifying the above items does not have the necessary M.I.S. approval, the requisition will be returned to the originating department, resulting in a processing delay.
The M.I.S. Department will sign and date the requisition in the shaded area on the upper right side of the requisition form.
2. For any purchase where the item required is to be attached to a College building's wall, floor, ceiling, door, or to any other part of a building, inside or outside, or to a campus walkway, etc., special approval is needed from the Physical Plant Department. Please contact Kevin O'Brien of the Physical Plant at phone extension 2.7815 regarding this approval.
3. For purchase of any chemicals or other hazardous materials, new guidelines, sanctioned by the Environmental Health and Safety Department, are currently being being developed, and will be available on this website as soon as they are finalized.
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Certain commodities and services are purchased by the College and County over and over again. In addition, the College and County own and rent/lease certain equipment which needs to be maintained on an ongoing basis.
Often, under these circumstances, a blanket order is seen as a desirable type of contract to meet the College's/County's needs. The College's blanket orders are ongoing contracts, renewable year-to-year for up to a possible five-year period. The requirements of a blanket order are usually formally bid.
By bidding commodities in bulk, according to the needs of the College or County as a whole, instead of bidding items requisition by requisition, department by department, the purchasing departments (there are three in the County) can obtain better pricing.
In addition, time is saved when these commodities are needed by a department or agency, as the price structure and all other contractual details are already in place, and all that is needed is for the department or agency to submit a delivery order for the items desired.
Delivery orders are handled immediately by the Procurement Office.
Ongoing scheduled preventive maintenance services, and on-demand repair services, can also be easily and quickly obtained when there is a blanket order contract. Usually, the department or agency need only encumber funds with a delivery order, and can then call the vendor for service.
So a blanket order is a schedule of commodities and/or services, and prices, which has already been bid. As stated above, a blanket order is set up for a time period, usually a year, renewable for up to a possible five year period. There is no funding involved in the blanket order contract itself. Funding takes place by the submission of a delivery order by the department or agency. A department cannot use a blanket order without first submitting a delivery order.
The delivery order form currently in use is Form #PROC 00.02. These forms may be ordered by submitting a supply requisition (Form #SUP12) to the Materiel Control Department, located in the Physical Plant. If you need assistance filling out a delivery order, you may call the Procurement Office.
VIII. INFORMATION FOR USING DEPARTMENTS - MISCELLANEOUS TIPS
1. After the purchasing process is completed, you will receive a copy of the purchase
order stamped "Department." The fourth item down from the top right of the
purchase order is "Delivery Date." Based on information given by the vendor to
the buyer, the buyer has estimated that the date you will receive your merchandise
is around the Delivery Date stated on the purchase order. Make a note of that
date, and if you still have not received your merchandise by a few weeks after that
date, call the Procurement Office to check on your order. Do not let additional
weeks and months go by before you finally discover that you never received your
order. It is easier for the Procurement Office to rectify the situation when the
problem is caught early on.
2. Once your department has received the item that you ordered, carefully look over
the item to see that it is in perfect condition. If it is a working item, such as a
projector, surge protector, etc., try it out to make sure that it works. If an item is
defective and needs to be returned to the vendor, write a memo to the Receiving
Department, with a copy to the Procurement Office. The memo should include the following
information: the purchase order or delivery order number, the vendor name, the purchase order
line item number (as Item #1), and a brief description of the problem.
If an item is defective, we would want to return the item to the vendor as soon as possible,
before the payment process begins. Therefore, check over every item as soon as you receive
it. In addition, save all the packing materials - boxes, styrofoam, etc. - until you are sure the
item will not need to be returned to the vendor. If an item is returned, those packing
materials will be needed.
3. If items are delivered by the vendor directly to your department, instead of the vendor
following the normal procedure, which is to deliver to the Receiving Department (which then
delivers to you), you need to notify the Receiving Department and the Procurement Office that
you have received the items. If you fail to do this, the Receiving Department will have no
record that items were received, and the vendor will not be paid for those items.
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