PURCHASING

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PURCHASING

• 5K Limited Value Purchase Order

• General Information
• Policies Procedures
• Tools Resource Information
• Q AS

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INCREASED DOLLAR LIMIT INCREASED RESPONSIBILITY

• It is not mandatory for departments to use a
  LVPO. The following options are available for
  departments that choose not to use the LVPO
•   
• Submit a college requisition to Purchasing.
  Purchasing will obtain the required competitive
  quotes and will issue the purchase order.
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• Submit a college requisition to Purchasing with
  three written quotes attached for Purchasing
  review and issuance of the purchase order. The
  Purchasing Department may choose to solicit
  additional quotes and the final vendor selection
  will be the responsibility of Purchasing.
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• Departments may use a combination of the above or
  a LVPO some purchases.

REMEMBER LVPOS ARE NOT ENCUMBERED!
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Who is responsible?
Departments have independent control and
responsibility over the use and issuance of the
Limited Value Purchase Orders. Individuals who
are designated as signature authorities are
responsible for approving orders, ensuring that
sufficient funds are available, adhering to
policies and procedures and for the security of
Limited Value Purchase Orders from unauthorized
access.
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5K Limit
Limited Value Purchase Orders are valid to a
maximum of 5,000. The 5,000 maximum includes
all costs relating to a purchase such as freight,
shipping and handling, installation charges, etc.

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Examples of other purchases that are not allowed
to be processed on Limited Value Purchase
Orders 
Limited Value Purchase Orders are restricted to
single, one-time purchase and delivery
situations. They cannot be used for procurements
requiring multiple delivery, multiple billings or
blanket purchases.

• Purchases from URI Internal Vendors are made via
  a college requisition.
• Purchases from Central Pharmacy are processed on
  BM-62 form
• AE/Consultants
• Reimbursements to individuals
• Personal items such as gifts, awards, flowers,
  alcoholic beverages, coffee pots, etc.
• Travel and entertainment related expenses
• Radioactive material
• Controlled substances that require special
  licensing, ex. Pure alcohol
• Construction/Renovation and Trades (i.e.
  plumbing, electrical, etc) except where directly
  related to the department mission, i.e. Capital
  Projects and Facilities Services only.

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When are quotes necessary?
Purchases up to 500 For general procurements
up to 500 quotations are not required, however,
they are encouraged. 
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Purchases of 501 to 2,500
For general procurements from 501 to 2,500 per
transaction three (3) telephone quotes must be
obtained. Please keep in mind that, although it
may seem faster to obtain telephone quotes,
sometimes written solicitations are better
because they are clearer to the vendors and will
improve your chances of obtaining what you want
and may eliminate any billing discrepancies later.
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Purchases of 2,501 - 5,000
For general procurements from 2,501 to 5,000
per transaction, at least three (3) written
quotes must be obtained through normal mail,
personal delivery, e-mail, fax or web quote prior
to procurement.
It is important that the person obtaining the
quotes set a deadline by which all written quotes
must be received or the process may not have
closure. This also ensures that vendors have an
equal opportunity to participate. Whenever
possible, one of three quotes must be obtained
from a certified Minority or Woman-owned Business
Enterprise (WBE/WBE).
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Before obtaining quotes, the following
information should be considered
Master Price Agreements Departments are
encouraged to utilize MPAs whenever possible as
this will eliminate, for the most part, the need
for competitive quotes. However, there are
certain multi-vendor MPAs that require state
agencies to utilize the firm with the lowest
hourly rate or obtain quotes/estimates for the
work from three firms listed. Please visit
www.purchasing.ri.gov/RIVIP/MPASearch.asp for a
complete listing of MPAs. Click the search
button for an alphabetical listing of all MPAs
or narrow your search by entering limited
criteria, i.e. MPA description, etc. MPAs can
be viewed by selecting the MPA Number and then
the Award Number or when available, the entire
award may be viewed by selecting view under the
Analysis Info column.
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Correctional Industries Products and Services In
accordance with Rhode Island General Law 13-7.8
departments are required to purchase
goods/services similar to those produced in the
adult correctional institutions unless the
goods/services are needed immediately and are not
on hand, or the goods/services can be purchased
at a price less than the quote received from
Correctional Industries. Copies of a catalog and
help in using Correctional Industries can be
obtained by calling 462-2124.
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Sources/Suppliers
For purchases not covered by a Master Price
Agreement, unavailable from Correctional
Industries or URI Internal Vendors, the following
tools are available to assist in locating vendors
who may be able to provide a quote.  
Departments are encouraged to solicit quotations
from vendors who are registered with the
University of Rhode Island, if no vendors have
indicated an interest in supplying what your
department requires, other sources may be
considered. Vendors that are registered with
the University of Rhode Island Purchasing
Department are registered for specific
commodities. First, you will need to locate the
specific commodity code by visiting our web site
at www.uri.edu/purchasing click on the Commodity
Code Listing. The commodities are in
alphabetical order by the major category. For
example, if you are looking for computer
supplies, scroll down to the major heading of
Computers Info Processing Syst and locate the
specific commodity code for Comp Supplies.
Please make a note of the commodity code to the
left of the description, i.e. R205-77. This
code is required to generate the query in
Peoplesoft.
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The following navigation is used to generate the
query to obtain a list of vendors for a specific
commodity code
Reporting Tools, Query, Query Viewer. In the
search field begins with type
U_FPO_VNDR_SIC_CODES, click search, click the
html link.
. 
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Vendor list for commodity codes continued
In the SIC Code 1 type the commodity code and
click view results. Example R205-77.
Departments may choose three or more vendors from
this list to solicit quotes. However, whenever
possible one of the three quotes must be obtained
from a certified Minority or Woman-Owned Business
Enterprise (MBE/WBE) if one is available. Both
MBE and WBE firms are identified on the above
query with the code MNR under the column
entitled Type. Additional MBE/WBEs can be found
at www.mbe.ri.gov, click directory search to
search by company name or product/service.
Please note that these queries should be
generated as needed because vendors are added,
deleted and changed as required.
e-Campus
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RI General Laws..
In accordance with Title 37 Chapter 14.1 of the
Rhode Island General Laws, the State reserves the
right to apply additional consideration to
offers, and to direct awards to bidders other
than the responsive bidder representing the
lowest price where the price offer is determined
to be within a competitive range (not to exceed
5 higher than the lowest response price offer)
when the firm making the offer has been Certified
by the Minority Business Enterprise Program.
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Local Vendors It is the States policy to solicit
small purchases from local vendors whenever
possible, therefore, please make every attempt to
solicit quotes from RI firms.
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Single, Sole or Proprietary Sources
Purchases that are considered Single, Sole or
Proprietary Sources must be documented and
attached to the department copy of the p.o. for
auditing purposes. The single/sole/proprietary
source justification forms and instructions are
located at www.uri.edu, click on forms. 
A single source procurement is one in which two
or more vendors can supply the commodity,
technology and/or perform the services required
but the department selects one vendor over the
others for reasons such as expertise, or previous
experience with similar contracts.
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Single, Sole or Proprietary Sources
A sole source procurement is a procurement where
only one source is available for the goods or
services required. No competition exists.
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Single, Sole or Proprietary Sources
A proprietary procurement is a procurement where
the desired goods/services must be restricted to
one manufacturer for compatibility purposes.
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Contracts Vendor contracts and/or agreements
that require a signature from the University must
first be reviewed by URI Legal Counsel and signed
by a URI authorized signature. Authorized agents
consist of the President, Vice President for
Business Administration, Assistant Vice President
for Business Services, Vice Provost for Graduate
Studies, Research Outreach, Controller and the
Director of Budget and Financial
Planning. Cancellation When a situation arises
that requires cancellation of a LVPO, the
department must cancel the p.o. in writing,
explaining the reason for the cancellation. A
copy of this document must be part of the
official record of the purchase in addition to
forwarding a copy of the documentation to General
Accounting with the Department Receiving Report
Copy of the LVPO.
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Additional Requirements
Insurance All construction contractors,
independent tradesmen, or firms providing any
type of maintenance, repair, installation or
other type of service to be performed on URI
premises, buildings, or grounds are required to
purchase and maintain coverage with a company or
companies licensed to do business in the state.
Departments requiring any type of services that
will be performed as indicated above are
responsible for obtaining an insurance
certificate in compliance with provisions of Item
32 (Insurance) of the Board of Governors for
Higher Education Procurement Regulations (located
at www.uri.edu/purchasing).
The following additional requirements relate to
construction/renovations/trades in addition to
insurance certificates Licenses Prevailing Wage
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Audit
It is required that the Universitys financial
policy and procedures regarding LVPOs will be
adhered to by all users. A periodic review will
be performed by the URI Internal Audit staff as
warranted and determined by the VP for Business
Administration. If it is determined that there
has been an abuse of these policies and/or
procedures, the individual and/or the department
will be required to designate and authorize
private and/or personal funds to pay for the
improper purchase(s). After two abuses, use of
LVPOs will be removed from the department for a
minimum period of six months.
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LVPO Form Instructions
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LVPO Form Instructions
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LVPO Policies Procedures
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Ordering Office Supplies

• All departments are authorized to fax the office
  supply order form directly to the MPA vendor
  (WB Mason), signed by the responsible department
  person.
• The following exceptions will apply and require
  approval before submitting to WB Mason
• Fund 401 Foundation Office approval is required
• Fund 500 Grant and Contract Accounting approval
  is required
• Bond Funds Cannot be used on a WB Mason Order Form

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Purchasing Office Contacts
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Please visit our website _at_ www.uri.edu/PURCHASING
To view this PowerPoint presentation, and updates
to Sections 2.16 and 3.13 of the University of
Rhode Island Purchasing Manual.