Int Purchase Management

8/3/2019 Int Purchase Management

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Department of Materiel

Managements

Quick Reference Guide

4401 Powhatan Ave., Suite 111

Norfolk, Virginia 23529-0308

Phone757-683-3105Fax757-683-5108


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Limited Delegated Authority

Departments may purchase unrestricted open marketgoods and services valued at $1,999.99 (includingfreight charges) directly from the vendors usingthe American Express Card or an LPO.

Orders for like goods and services shall not be splitinto two or more orders (American Express Cardor LPOs) to avoid the $2,000 limit. This is ordersplitting and is prohibited.

This guide contains a list of restricted items.


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Purchases at $2,000 or Less

Obtain one telephone or written quote and

obtain the goods directly from the vendor.

Total cost must include shipping charges.

Purchase Method

American Express Small Purchase

Charge Card (SPCC)

Limited Purchase Order (LPO)


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A Partial Listing of Restricted

Items Alcoholic Beverages

Annual Agreements

Maintenance Agreements

Service Agreements, including butnot limited to cellular and pager

contracts. Campus design and construction

(this includes any type ofrenovation, security/fire systems,painting, electrical, building locks,keys, etc.)

Carpet (including installation) Computers and computer systems

or laptops valued at $2K or greater

Equipment Trust Fund (ETF)

Firearms and ammunition

Hazardous chemicals and disposalof the same

Narcotics and dangerous drugs orprescription drugs

Purchases from foreign countries(due to currency exchangerequirements)

Purchases from state employeesand their families

Radioactive materials

This listing does not include all restrictionsfor the LPO or American Express Card.Please contact Materiel Management foradditional restrictions.


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Contract Purchases

Using an LPO, Departments may purchase upto $50,000 of unrestricted goods andservices against the following valid

contracts:Commonwealth of Virginia

Old Dominion University

VASCUPP (Virginia Association of StateCollege and University PurchasingProfessionals)


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Purchases from $2,000 to $5,000

Purchase Method

Submit a Purchase Requisition to

Materiel Management.

A Materiel Management Buyer will

solicit the required telephone or written

quote.


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Purchases from $5,000 to

$30,000Purchase Method

Submit a Purchase Requisition to Materiel

Management.

A Materiel Management Buyer will solicit a

minimum of three quotes by phone, fax, or

unsealed bids.


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Purchases from $30,000 and

GreaterPurchase Method

Submit a Purchase Requisition to Materiel

Management.

A Materiel Management Buyer will solicit a

minimum of six sources in writing using either

competitive sealed bidding or competitive

negotiation. Public advertising is required.


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Where Can I Get LPO Forms?

LPO forms may be requested by the Budget

Unit Director or Custodian of LPOs by

mailing or faxing a memo addressed to the

Director of Materiel Management.

LPO forms will not be sent via campus mail.

For additional information contact Materiel

Management.


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Where Can I Get an American

Express Card?The Department of Materiel Management will

issue American Express Small Purchase

Charge Cards to individuals who have

appropriate purchasing authority andauthorization from their supervisors.

For additional information contact Materiel

Management.


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Where Can I Get Purchase

Requisitions?Purchase Requisition Forms are available

from the Central Warehouse at no charge.

You may obtain a supply by calling 34810.


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Special Authorizations

Purchases of some commodities and services

require a special authorization signature.

Some of those commodities and services

includes:

Printing (except business cards and forms),

furniture, painting, electrical services, etc.

For a complete listing contact MaterielManagement.


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Mandatory Sources

This is partial listing of Mandatory Sources:

Virginia Correctional Enterprises (VCE)

Metal and wood furniture

Office furniture

Office systems

Dormitory furniture


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Mandatory Sources Contd

VCE (Corprint) - Printing

Envelopes (window, regular, and kraft)

NCR forms

Flat forms

Letterhead

For a complete listing of mandatory sources

please contact Materiel Management.


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NAEB CODE OF ETHICS

1. Give first consideration to the objectives and policies of my institution.

2. Strive to obtain the maximum value for each dollar of expenditure.

3. Decline personal gifts or gratuities.

4. Grant all competitive suppliers equal consideration insofar as State or Federal statute and institutional policy

permit.

5. Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional

misrepresentation.

6. Demand honesty in sales representation whether offered through the medium of a verbal or written statement, andadvertisement , or a sample of the product.

7. Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing

purposes.

8. Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversies to

arbitration or other third party review, insofar as the established policies of my institution permit.

9. Accord a prompt and courteous reception insofar as conditions permit to all who call legitimate business

missions.

10. Cooperate with trade, industrial and professional associations and with governmental and private agencies topromote and develop sound business methods.

11. Foster fair, ethical and legal trade practices.

12. Counsel and cooperate with NAEB members and promote a spirit of unity and a keen interest in professional

grown among them.

Int Purchase Management

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