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Contracts, Purchasing & Surplus Inventory

Purchasing 101

Introduction

This guide is designed to explain and facilitate understanding of the Purchasing Department, its function, policy and procedures, and to serve as a tool in acquainting new employees with University purchasing programs.

Central Washington University, as an agency of the State of Washington, is required to make all purchases within the laws and guidelines established by the Office of Financial Management and Department of General Administration. These procedures include, but are not limited to, RCW's, WAC's, State Administrative and Accounting Manual procedures and the Presidents-Central Washington University's Policies manual.

This overview is intended to help employees understand the procedures that must be followed in procuring materials and services for the University's use. There are several key points each employee should remember and follow.

  • Do not commit Central Washington University financially in any way without completing a Purchase Requisition and receiving a Purchase Order Number. No Number - No Purchase!
  • Any expenditure or commitment to expend Central Washington University funds made without a Purchase Order Number will not be the responsibility of CWU to pay - rather the individual involved will be responsible for full payment.

Communication is a key factor in the purchasing process. We want to do all we can to help you obtain your equipment, services and supplies as needed. Please feel free to call on us anytime you have questions or comments.

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Contact Purchasing

The Purchasing Department is located on the 2nd floor of Mitchell Hall. The mailing address is:

Central Washington University
Purchasing Department, MS 7480
400 E University Way
Ellensburg, WA 98926-7480

The general department phone number is x1002 and our fax number is x1623. The Purchasing Department hours are Monday through Friday between 8:00 am and 5:00 pm.

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Purchasing Staff

Stuart Thompson, Purchasing Manager

509-963-1004 thompsst@cwu.edu
Karol Barker, PSS 1 509-963-1006 barkerk@cwu.edu
Karen Galbraith, PSS 1 509-963-1505 galbraithk@cwu.edu
Shellie Snyder, PSSS 2 509-963-1002 snyders@cwu.edu

 

Organizational Chart (see Business Services & Contracts main web site)

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Purchasing Department Services

The Purchasing Staff:

Communicates State and University purchasing policies and procedures.
Provides expertise in the acquisition of materials, supplies, equipment and services.
Ensures timely acquisitions' of goods and services.
Develops sources of supply.
Reviews requisitions, specifications and suggested sources of supply.
Receives, analyzes and awards competitive bids on requests for goods and services totaling $10,000–$100,000.
Establishes contracts through competitive bid process on items and services used repetitively.
Provides assistance and direction to departments in settling disputes with suppliers arising from purchase transactions.
Provides follow-up services on outstanding orders and resolves any problems that may arise.
Refers information about new and improved products to departments using those products.
Provides sources and pricing information to University departments.
Administers Purchasing Card program.
Coordinates equipment/furniture leasing/rentals/purchase.
Assists departments in returning purchased items.


Authority

The Purchasing Department is the campus office responsible for the actions of spending University funds. The Purchasing Department has primary responsibility for signing purchase documents which are legal contracts obligating the University in matters of procurement. The term "purchase documents" includes contracts for the acquisition of all goods and services, whether by purchase, rental agreement or lease. Exceptions to this authority exist in the case of Facilities Management Department (capital improvement projects), University libraries (books and other library materials), the Bookstore (material for resale).

The University is not required to honor oral or unsigned contracts to purchase goods or services.

Departments should not sign contracts unless they have received delegated authority to do so. If you sign a contract when you have no authority, you may become personally liable for the contract provisions.

There are certain contract terms which appear commonly in contracts but are not legal for State of Washington employees to sign. Some of these are as follows: governed by the laws of any state other than Washington, indemnification or hold-harmless clauses, contracts with automatic renewals but no cancellation or termination clause. There are other clauses required by statute: providing for open records and cancellation for lack of appropriation if the contract continues across fiscal years.

If you have been given authority to sign certain contracts, it is your responsibility to learn what acceptable contract language is.

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Pre-planning for the Procurement Cycle

We emphasize the need for departments to plan their supply and equipment needs well in advance. The time required by Purchasing to process your requisition is in addition to the time it takes the requisition to process through the approval cycle within the university. Also, buyers have to comply with all requirements, including competitive bidding, which may lengthen the time needed to complete the process.

The delivery date will, of course, depend upon the supplier's stock and the problems they may encounter in securing delivery from their suppliers, as well as possible production problems.

The requesting of bids is a requirement of the State of Washington and is a recognized and accepted means of insuring effective competition among vendors. The university will generally receive greater discounts and better service through competitive bidding.

When requisitioning items that are used repetitively, specify the largest reasonable quantity and as many items as possible from common sources of supply.

It is the responsibility of the Purchasing Department to control, and analyze vendor bids, quotations, and proposals. The requisitioning department is responsible for defining quantity, quality, specifications, delivery date requirements and all other pertinent information essential to making a proper purchase. The requisitioning department should also suggest sources, when known, especially for unusual or unique items. The requisitioner may be called upon to assist Purchasing in evaluating the bids received relative to a purchase for the department.

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Departmental Purchasing Responsibility

Departments are responsible to:

  • Ensure that purchases are reasonable, appropriate, and necessary in order to achieve the expected goals or outcomes of the particular University program, project, or task;
  • Ensure that the account(s) charged have sufficient funds available to cover the requisition during the budget period or project period;
  • Support Purchasing in limiting, to the maximum extent possible, Sole and Preferred supplier procurements;
  • Team with and involve the buyer as early as possible in the developmental stage of the more complex, or large dollar, procurement of goods or services;
  • Provide complete detailed descriptions/specifications that clearly establish the technical requirements and/or expectations of the purchase.
     

I need to purchase an item or service!! Where do I start?

  • If you've never purchased anything for your department before, give us a call and we'll walk you step by step through the purchasing process.
  • If you know what you want and from whom, send us a detailed requisition and we'll process your order.
  • If you know what you want, but don't know a supplier, send us a requisition with as much information as possible, or give us a call and we'll select a vendor that best meets your needs.
  • If you only have a general idea of what you want, give us a call and we'll discuss your needs and offer solutions.

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Small Orders

Departments should avoid frequent small orders. Decrease the frequency and increase the quantity in small repetitive orders. Departments can also use Petty Cash for small orders under $100.00.  See the Accounting -- Petty Cash Procedures for more information.

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Requirements for Competition

Purchases between $10,000 and up to $100,000 (before trade-in allowance, sales tax and freight charges) are to be competitively solicited and documented via "Request for Quotes" so that a documented record of competition can be established.

The law also requires a formal, competitive process such as "Invitation for Bids", "Requests for Proposals" and other formal competition processes for purchases of more than $100,000.

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Ways to Buy at CWU

Purchase Order

This is the "traditional" ordering method. A Purchase Requisition form is completed by the department and routed to the Budget Office for budget approval. If the expenditure is against a Grant budget the Requisition should be forwarded to Grants and Contracts office for budget approval. The Budget Office or Grants and Contracts office will then forward the Purchase Requisition to the Purchasing Department for processing. Purchasing reviews the requisition, processes the order through the PeopleSoft financial management system and places the order with the supplier. When the order is entered into PeopleSoft, funds are encumbered against the general ledger project number. The encumbrance is relieved when the order is received and paid for.

Blanket Purchase Order

This is similar to a regular purchase order, but is made out as a "Not to Exceed" lump sum per month or year and not as an individual item or items. Blanket Orders are used to process many repeat small item orders from the same supplier. Blanket Purchase orders are also initiated by sending a completed requisition form to the Purchasing Department. This method currently does not encumber funds within the General Ledger.

JP Morgan Chase Procurement Card

This is a University Visa credit card used for "small dollar", non-travel related purchases. It is available to all departments. Individual use is based on the approval of the Supervisor and PBA within each department or division. This method of payment does not encumber funds within the General Ledger. Prospective cardholders must submit a Purchasing Card application signed by their supervisor and PBA and submitted to the Purchasing Department. Once the application is processed, the cardholder must attend a mandatory training session before receiving their card. As a note, the University also offers a Corporate Card for travel related expenses.

Petty Cash

University employees may make allowable purchases under $100 and be reimbursed by the Cashiers' office. See the Accounting -- Petty Cash Procedures for allowable types of purchases and a reimbursement form.

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The Purchase Process

Expenditures should be planned sufficiently in advance to allow the Purchasing Office to obtain the best price and/or overall service. Small orders are costly to the University and to vendors. If you are aware that you will be ordering the same items in the future or will have a need for other items from the same vendor, consolidate and order all at once. Often, significant quantity discount savings will be achieved. On occasion, Purchasing may consolidate requisitions on to one order for similar items where quantity price breaks may be reasonably obtained.

Purchase orders are based on the information and specifications shown on the requisition. Care should be taken so that specifications are adequate to allow someone with little or no knowledge of the merchandise to place the order properly. When requesting parts for machines or equipment, a manufacturer and part number or model number of the unit the parts are for should be stated on the requisition.

On the rare occasions when the encumbrance of an order is to be split between multiple accounts, one requisition will suffice, but the breakdown of the split funding needs to be shown. List each account and project number separately with the total amount to be applied to each.

The Purchasing Department recognizes that emergency needs do occur and that special requirements may prevent a department from providing the normal order lead time. An emergency involves threat to life or safety and/or serious damage or destruction to University property. In emergency situations, use your best judgment. If possible, contact Purchasing and we will act quickly and responsively to the needs of your department. Existing vendor relationships may enable speedier response to such situations.

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Steps in the Purchase Process

Purchase Requisition:

The whole process begins with you. You identify the need and prepare a purchase requisition. The purchase requisition authorizes purchase action by the University Purchasing Department and becomes a purchase order when signed by an authorized member of the Purchasing Department. A contract does not exist between the University and a Vendor until an official purchase order has been issued and accepted. If a quotation has been received from the Vendor, the contract exists when the purchase order is issued in accordance with the terms of the quotation.

A completed requisition contains:

Date
Supplier Name
Supplier Contact
Supplier Phone and Fax Numbers
Item quantity, description and price
Additional information or specifications the supplier may need to process the order
Delivery information (building, room # etc.)
Department name and phone number
Name of person requesting the items
Budget account and project number
Signature of department individual with budget signature authority
Signature of Budget Office verifying funds are available to cover the Purchase Requisition.

Purchase Order

When Purchasing receives the requisition, the following takes place. The requisition is reviewed for (1) content (2) price (3) delivery. The requisition is entered into the PeopleSoft system and a purchase order number is generated. The order is faxed, mailed or phoned to the Supplier.

When the supplier receives the order, the order is processed through the supplier's internal systems. The order is filled and shipped to the address listed on the purchase order. An invoice, referencing the purchase order number, is generated and mailed to CWU Accounts Payable when the item is shipped.

Receipt of the Order

Central Receiving:
Orders shipping to campus via UPS, Fed Ex, DHL or Common carrier or other shipping agencies are delivered to Central Receiving. If your goods are delivered to you by Central Receiving, you will be required to sign for the item as being received. This will serve as verification of receipt of goods and will also serve as authorization for Accounts Payable to pay the vendor. All audio visual equipment is delivered to MTIS for inspection and tagging, and all Computer related items are taken to CSS for inspection and tagging before delivery to the requesting department.

Departmental Receiving:
Purchasing Card orders, furniture, large pieces of equipment, and orders from some local suppliers are delivered directly to departments. In some circumstances, goods and/or services are received or picked up directly by the department. In this instance, it is important that you send Central Receiving the packing slip or any other documentation which verifies receipt of goods. This documentation must show the Purchase Order number, and must have a department signature with date of receipt.

Payment

Upon receipt of goods/services (unless items are damaged or not as ordered, discussed below), the University is responsible for payment in full. Accounts Payable processes payment, but will not do so until there is verification that goods have been received. This applies to regular purchase orders - other methods previously discussed may be an exception to this procedure (e.g.:Purchasing Card or petty cash).

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Competitive Bidding

It is the policy of the Purchasing Department to secure competitive bids on goods or services whenever possible. Bids may be solicited verbally or in writing, depending upon the dollar amount of the transactions. Requisitions having a value in excess of $10,000 require a "Record of Competition" be performed. A minimum of three written bids will be solicited from suppliers. Requisitions having a value in excess of $100,000 require a formal bid process to be performed by the Purchasing Office.

Exceptions to the bidding process are made in those situations where no apparent benefit would result to the University. Such exceptions include:

  • Sole Source - no other vendor supplies the products, such as replacement parts or patented products, utilities, etc. (a written sole source justification must be submitted with the purchase requisition)
  • Single Authorized Distributor (A letter from the Manufacturer stating this fact is required)
  • Duplication of Investment (e.g.: die cuts, negatives, plates, etc.)
  • Small orders placed with vendors who have a record of competitive pricing, substantiated by periodic quotations, and a history of good service.

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Prepayments

State statutes generally prohibit the University from making payment prior to receipt of merchandise or rendering of service. Routine prepayments are limited to subscriptions, small book orders, and conference/seminar registration fees. Other prepayments will be authorized only when absolutely required to complete a transaction that is clearly advantageous to the University. Most prepayments should be requested using a Purchase Requisition form, and attaching specific instructions for completing a prepayment request.

In requesting prepayment, "proof of price" must be provided. This may be an order form, letter from the vendor, copy of an advertisement, copy of a catalog page, or a price list. Requestors should ensure that proof of price is current, and includes any shipping charges. Requestors should also include the mailing address of the company to be paid.

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Sources for Supply

Departments are encouraged to suggest vendors for routine and unusual purchases. The Purchasing Department will consider these suggestions in coming to a decision regarding purchases. Departmental personnel are also encouraged to meet with sales representatives to obtain information about new products or services which may be of use or interest to their departments. There are guidelines which should be followed to serve the best interest of the University when dealing directly with a sales person:

  • If vendors quote prices, determine if the price includes tax, delivery, and/or installation charges.
  • Determine whether or not educational or quantity discounts are available, or if cash discounts are allowed for prompt payment.
  • Keep pricing information confidential. Do not reveal prices to competitors; give each vendor a chance to quote his or her best price.
  • Do not be pressured into a quick decision. Take the time necessary to evaluate all products/services in relation to your actual needs.
  • Never commit to purchase a product from a particular vendor. Only a signed Purchase Order, issued by the Purchasing Department, will obligate the University.

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Vendor Selection

Vendors are selected for their capability to serve the needs of the University by providing quality products in the most economical and efficient manner possible. Past performance and service after the sale are important factors. Vendors doing business with the University for the first time are carefully evaluated by the Purchasing Department.

Factors considered when evaluating a vendor include:

  • Competitive pricing,
  • Quality product,
  • Good material availability,
  • Geographic proximity,
  • Credit, freight and delivery terms,
  • Vendor financial stability, and
  • Performance with other customers.

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Sole Source

A "Sole Source" purchase means that only one supplier (source), to the best of the requester's knowledge and belief, based upon thorough research, is capable of delivering the required product. There are instances where products are truly "sole-source", but they are few and far between. Similar types of products may exist, but only one supplier, for reasons of expertise, and/or standardization, quality, compatibility with existing equipment, specifications, or availability, is the only source that is acceptable to meet a specific need.

A sole source placement involves situations in which no advantage results to the University by bidding, or when an item can only be obtained from a single source, making bidding impossible. Any requests for sole source award of a purchase order should include, as part of the Purchase Requisition, a written justification as to why a sole source award is necessary and a letter from the manufacturer stating that the item is only available from them or their distributor.

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State Contracts

The Washington State Office of State Procurement awards contracts through competition to cover designated state agencies for a period of one or more years. The University has the option of purchasing against these state contracts without the necessity of developing specifications or requesting bids, which means purchase orders may be placed immediately for a faster delivery. Also, because of the volume associated with state purchases, the prices are very competitive.

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Sales Tax/Use Tax

Central Washington University is not exempt from sales tax, except when items are purchased for resale (where sales tax is collected on the final sale such as for the Bookstore). For purchases made out-of-state where no sales tax is charged, the State of Washington will assess a use tax. Therefore, all purchases shall have applicable sales/use tax applied to their order.

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Changes and Cancelations

If you wish to modify or cancel a purchase order once it has been issued, you must notify Purchasing in writing (or by phone, and follow up with a written memo or revised requisition). There may be restocking or other charges resulting from the modification or cancelation of purchase orders. These costs will be charged to the departmental budget. Any returns for credit must also be handled by Purchasing.

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Expediting

The Purchasing Department will attempt to expedite all overdue University purchase orders and prompt vendors to ship these orders. You can assist Purchasing by tracking your own purchase orders and notifying Purchasing of overdue shipments. Call Purchasing and we will contact the vendor to determine what is causing the delay and what options are available.

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Damaged or Defective Goods

Once you receive a delivery, open it immediately and inspect for concealed or obvious damage, shortages, or mis-shipment. Be sure to compare goods received to the Purchase Order specifications. If you find a mistake or problem with your order, contact the buyer immediately so that steps can be taken to correct the error. If possible, save the packaging for inspection.

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Returns

If, for any reason, you wish to return a product to the vendor, contact the Purchasing Department within three working days of receipt. In addition, Purchasing will notify Accounts Payable and Central Receiving so that your account can be properly credited.

ALL RETURNS, EXCHANGES, AND DAMAGE CLAIMS MUST BE APPROVED BY THE PURCHASING DEPARTMENT BEFORE GOODS ARE RETURNED TO THE VENDOR.

In the event an item needs to be returned to the supplier, here are the steps to follow:

1.  Call the supplier and arrange for the return

  • Item to be returned and it's price
  • Return address
  • Return authorization number (RMA)
  • Which party will be responsible for any return shipping charges. Rule of thumb: whoever made the mistake pays for return shipping. Example - If you ordered 5 and the company sent 10, the company pays return shipping. If you ordered 10, decided you only need 5 and return the remaining 5, you pay return shipping.

2.  Prepare item for return

  • Use original packaging (some items can't be returned without the original packaging.
  • Use return address and RMA number (if any) supplied by the merchant
  • Fill out Return to Vendor form and attach to outer package

3.  Route package to Central Receiving

If package is less than 10 lbs, place with outgoing mail and it will be taken to Central Receiving during the next inter-office mail pickup.

If the package weighs over 10 lbs, call Central Receiving at extension 1657 to arrange for pickup. Things to keep in mind:

  • Items that are routinely stocked by a supplier can, in just about all cases, be returned and credited for the full price.
  • Items that are specially ordered may not be returnable at all, or if returnable will be assessed a restocking charge for which the department will be liable.
  • Each supplier should have a return policy. Ask for it if you have any doubts about the suitability of an item.
  • Keep original packaging until you are certain you are keeping the merchandise. If you have anything to return, do it promptly.

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Conflict of Interest

Only the highest ethical principles are to be employed by all persons involved in the procurement process. It is the responsibility of each member of the university staff and of the Purchasing Department to take all appropriate steps to assure that the university does not knowingly enter into a purchase commitment which could result in a real or apparent conflict of interest situation. A conflict of interest exists when some factor (e.g. financial or personal interest in a vendor) interferes or appears to interfere with a purchaser's ability to be completely impartial and loyal to the university's interests.

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Questionable Supplier Procedures/SCAMS

Everyone has received them: suspicious sounding sales pitches, phone calls about renewal orders you've never placed, invoices for goods never ordered, and other phone scams from not-so-credible companies. So, to help the University community stay aware of questionable vendors, the Purchasing department has come up with a list of tips to help prevent departments from being swindled:

  • If someone calls you about the renewal of a previous year's order, ask them for the original purchase order number. If they cannot produce a valid purchase order number, get their phone number and hang up. If, upon investigation, you find no record of an order from the previous year to that company, alert the Purchasing department.
  • If you receive an invoice in the mail for an order of which you have no record, read the invoice carefully. If the fine print states, "This is not an invoice. Material will not be shipped without prepayment," forward the invoice to the Purchasing department.
  • If someone calls you about ‘servicing‘ office machines for which you have a contract, be certain that the caller is a representative of the company with which you have the contract. If you are not sure, get the caller's phone number and hang up.
  • If you are ever unsure about dealing with a certain vendor, the Purchasing Department is here to help.

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Confidentiality

The majority of transactions relating to purchasing are of a confidential nature and should be treated as such, especially with regard to our suppliers. It is unethical as well as damaging to the University's reputation to allow information about one vendor's quotation to pass to another vendor. This includes indirect methods such as overheard telephone calls, documentation left on desks during vendor interviews and conversations within hearing of vendors in other offices. An awareness of this sort of situation should be created so that it may be avoided.

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Gifts and Gratuities

It is the policy of the Purchasing Department, as well as other related personnel of the University, to decline personal gifts or gratuities in connection with the purchasing function. Purchasing Department staff in any of its locations may not accept personal gifts or gratuities from any current or potential supplier of goods or services to the University.

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Personal Purchases

Law prohibits the University from the purchase of goods or services for the personal use of any employee. The only purpose for which the University may expend its funds is for the benefit and support of the University, and its mandated purposes. Law prohibits the University from paying for individual memberships in scientific or other societies, or to pay for subscriptions to professional magazines for the personal benefit of an employee. State resources cannot be used to receive or deliver personal packages. When placing personal orders, do not use Central Receiving's address or departmental physical address.

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University Employees as Vendors

Regulations prohibit buying goods or services from a university employee unless the cost is less than that from any other source identified in an appropriate diligent search. Should the cost be less, no purchase can be made until approved by the Purchasing Manager. Consulting contracts with university employees are generally not appropriate and must be reviewed closely. Employees should normally be paid through the payroll system.

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Use of University Name

Central Washington University regulates and controls the use of the University's name and property in advertising conducted by suppliers who have provided products or services to the University. All requests by suppliers, faculty and staff for use of the University's name or other identifying marks in their advertising materials must be forwarded to Business Services and Contracts for approval first.

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Insurance

Under a variety of circumstances, outside organizations are required to provide evidence of commercial general liability insurance and to name the University as an additional insured to the organization's insurance policy in order to be permitted to conduct business on University property. All such arrangements require a written contract or agreement with the University. The Purchasing Department works with Business Services and Contracts to ensure that proper insurance requirements are in place before any on-site work begins. Prior to the commencement of any work or service for the University, evidence of appropriate insurance coverage must be submitted by the vendor to the Purchasing Office.

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Travel

Generally, purchase orders are not issued for travel expenses. Exceptions may be made for student group travel or special coordination of workshops, conferences, or seminars where there are 5 hotel rooms per night or more.

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Surplus Property

The University is prohibited from donating its property not only to private concerns, but also to other state agencies and institutions; and, The University must receive "full value" for any property sold or exchanged.

The method by which property is obtained does not affect the means of disposal. Whether the property is purchased with restricted funds, grant monies, gift monies, or is an outright gift, it is the property of Central Washington University.

The Office of Surplus and Asset Management has been designated as the responsible department for the processing and disposal of items which are no longer needed or usable by Central Washington University. This centralization is important to insure compliance with applicable State statutes, and also to match the surplus of one University department with the needs of another. Departments should notify the Surplus and Asset Management department whenever items become surplus for possible placement in other areas.

The sale of surplus University property is normally held 6 to 8 times yearly and is the primary means of property disposal. Surplus property will be solicited by the Surplus and Asset Management department prior to the sale times. Departments having unique surplus items with limited markets should contact the Surplus and Asset Management department to arrange special solicitations. No sale of University property will be made to employees or other individuals except through public Surplus Sales.

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University Assets

Once a purchase order containing a new asset or assets is processed by the Purchasing Department a copy is provided to the Asset Inventory Technician. When the item(s) are received the Technician tags the new property; records its description and location and transfers the information onto the PeopleSoft system.

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End of Year Processing

The end of a Fiscal Year (FY) is on June 30th of each year, thus the expenditure of funds for each FY must be made before this date. A schedule for processing requisitions will be sent in early March establishing a schedule of deadlines to assist you in planning your expenditures and to avoid confusion over which fiscal year purchase orders will be charged against. Please note and observe the deadlines to assure that your requisitions will be processed against the correct FY.

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Glossary of Purchasing Definitions and Terms:

  1. Approved products list--The list is also referred to as the "approved brands list" or "qualified products list". This is a specification developed by the evaluation of brands and models of various manufacturers and listing those determined to meet the minimum level of quality. Testing is completed in advance of procurement to determine which products comply with the specifications and standard requirements.
  2. Award--The act of accepting a bid, there by forming a contract between the university and a bidder.
  3. Best Value--The optimum combination of economy and quality that is the result of fair, efficient, and practical procurement decision-making and which achieves the procurement objectives for CWU.
  4. Bid--An offer to contract with the university, submitted in response to a bid invitation issued by the Purchasing Department.
  5. Bid deposit - A deposit required of bidders to protect the university in the event a low bidder attempts to withdraw its bid or otherwise fails to enter into a contract with the university. Acceptable forms of bid deposits are limited to: cashier's check, certified check, Bid Bond, or irrevocable letter of credit issued by a financial institution subject to the laws of Washington and entered on the United States Department of the Treasury's listing of approved sureties; a surety or blanket bond from a company chartered or authorized to do business in Washington.
  6. Bid sample--A sample required to be furnished as part of a bid, for evaluating the quality of the product offered.
  7. Bidder--An individual or entity that submits a bid. The term includes anyone acting on behalf of the individual or other entity that submits a bid, such as agents, employees, and representatives.
  8. Brand name--A trade name or product name which identifies a product as having been made by a particular manufacturer.
  9. Commodity - Any good or service to be purchased.
  10. Debarment--An exclusion from contracting or subcontracting with state agencies and CWU on the basis of any cause, commensurate with the seriousness of the offense, performance failure, or inadequacy to perform.
  11. Distributor purchase--A purchase of repair parts for a unit of major equipment that are needed immediately or for maintenance contracts on laboratory/medical equipment.
  12. Emergency purchase--A purchase of goods or services so badly needed that the university will suffer financial or operational damage unless the items are secured immediately.
  13. Environmentally sensitive products--Products that protect or enhance the environment, or that damage the environment less than traditionally available products.
  14. Equivalent product--A product that is comparable in performance and quality to the specified product.
  15. Escalation clause--A clause in a bid providing for a price increase under certain specified circumstances.
  16. Formal bid--A written bid submitted in a sealed envelope in accordance with a prescribed format, or an electronic data interchange transmitted to the university in accordance with procedures established by the university.
  17. Group purchasing program--A purchasing program that offers discount prices to two or more state agencies, institutions of higher education or other public entities.
  18. HUB - Historically Underutilized Business. A small minority or woman owned business.
  19. Informal bid--An unsealed, competitive bid submitted by letter, telephone or other means.
  20. Invitation for bids (or IFB)--A written request for submission of a bid; also referred to as a bid invitation.
  21. Late bid--A bid that is received at the place designated in the bid invitation after the time set for bid opening.
  22. Level of quality--The ranking of an item, article, or product in regard to its properties, performance, and purity.
  23. Manufacturer's price list--A price list published in some form by the manufacturer and available to and recognized by the trade. The term does not include a price list prepared especially for a given bid.
  24. Multiple award contract procedure--A purchasing procedure by which the Purchasing Department establishes one or more levels of quality and performance and makes more than one award at each level.
  25. Non-competitive purchase--A purchase of goods or services that does not exceed the amount stated in the university rule or delegation of authority (relating to Delegated Purchases).
  26. Notice of award--A letter signed by the director or his designee, which awards and creates a contract.
  27. Performance bond--A surety bond which provides assurance of a bidder's performance of a certain contract. The amount for the performance bond shall be based on the bidder's annual level of potential monetary volume with the university. Acceptable forms of bonds are those described in the definition for "bid deposit".
  28. Post-consumer materials--Finished products, packages, or materials generated by a business entity or consumer that have served their intended end uses, and that have been recovered or otherwise diverted from the waste stream for the purpose of recycling.
  29. Pre-consumer materials--Materials or by-products that have not reached a business entity or consumer for an intended end use, including industrial scrap material, and overstock or obsolete inventories from distributors, wholesalers, and other companies. The term does not include materials and by-products generated from, and commonly reused within, an original manufacturing process or separate operation within the same or a parent company.
  30. Proprietary--Products or services manufactured or offered under exclusive rights of ownership, including rights under patent, copyright, or trade secret law. A product or service is proprietary if it has a distinctive feature or characteristic which is not shared or provided by competing or similar products or services.
  31. Public bid opening--The opening of bids at the time and place advertised in the bid invitation, in the presence of anyone who wishes to attend. On request of any bidder or department in attendance, bids will be read to the assembled group.
  32. Purchase orders (PO)--A document detailing the specifications, terms and conditions of goods or services being offered to purchase to a supplier.
  33. Purchasing functions--The development of specifications, receipt and processing of requisitions, review of specifications, advertising for bids, bid evaluation, award of contracts, and inspection of merchandise received. The term does not include invoice, audit, or contract administration functions.
  34. Recycled material content--The portion of a product made with recycled materials consisting of pre-consumer materials (waste), post-consumer materials (waste), or both.
  35. Recycled materials--Materials, goods, or products that contain recyclable material, industrial waste, or hazardous waste that may be used in place of raw or virgin materials in manufacturing a new product.
  36. Recycled product--A product that meets the requirements for recycled material content.
  37. Remanufactured product--A product that has been repaired, rebuilt, or otherwise restored to meet or exceed the original equipment manufacturer's (OEM) performance specifications; provided, however, the warranty period for a remanufactured product may differ from the OEM warranty period.
  38. Request for proposal (RFP)--A written request for offers concerning goods or services the university intends to acquire by means of the competitive sealed proposal procedure.
  39. Purchase requisition--An initiating request from a department describing needs and requesting the Purchasing Department to purchase goods or services to satisfy those needs.
  40. Responsible vendor--A vendor who has the capability to perform all contract requirements in full compliance with applicable state law, ethical standards, and applicable university rules.
  41. Reverse auction--A bidding process that allows bidders to view previously submitted bid prices and allows for the re-submittal of bid pricing for a specified period of time.
  42. Sealed bid--A formal written bid which is opened in accordance with the bid/ proposal instructions.
  43. Solicitation--An invitation for bids or a request for proposals.
  44. Specification--A concise statement of a set of requirements to be satisfied by a product, material or service, indicating whenever appropriate the procedures to determine whether the requirements are satisfied.
  45. Standard specification--A description of what the purchaser requires and what a bidder or proposer must offer.
  46. Successor-in-interest--Any business entity that has ownership similar to a business entity. For purposes of the Procurement Code (relating to Vendor Performance and Debarment), it shall be presumed that a business entity that employs, or is associated with, any partner, member, officer, director, responsible managing officer, or responsible managing employee, of a business entity that was previously debarred is a successor-in interest.
  47. Tabulation of bids--The recording of bids and bidding data for purposes of bid evaluation and record keeping.
  48. Testing--An element of inspection involving the determination, by technical means, of the properties or elements of item(s) or university(s), including function operation.
  49. Total expenditures on products with recycled material content, remanufactured products, and environmentally sensitive products--The total direct acquisition costs (vendor selling price plus delivery costs) of all such products.
  50. Uniform standards and specifications--Specifications and standards developed by nationally recognized standards-making associations.
  51. Unit price--The price of a selected unit of a good or service, e.g., price per ton, per labor hour, or per foot.
  52. University—Central Washington University and/or its Centers
  53. Vendor--A supplier of goods or services to the University.

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