Open Purchase Order Requests for FY 07/08

Transcription

1 New this year: Open Purchase Order Requests for FY 07/08 New Tax Exemption #. Copy attached and also available for download on the County Intranet Goods Receipt. The Goods Receipt requirement has been removed from SAP. Departments will no longer be required to process transaction MIGO for items delivered. Yahoo! Hootie Hoo! **************************************************************************************************** Departments may enter into SAP their open purchase order requests for fiscal year 07/08 starting Monday, October 1, Requests for opens not assigned a SAP Contract # need to include a detailed description of request in the Item Text field. The following examples are provided to assist with you requests: Example of Open Purchase Order request utilizing annual bids and quotes that are preapproved already competed sources. Note the Delivery Date and Ending Quote date are the same.

2 Example of Open Purchase Order request referencing a contract for services and providing Contract Management System Contract #.. Contract # referenced

3 Example of Open Purchase Order request utilizing Board approved Vendor of Record. Item Text Description Item Note Justification.

4 Example of Open Purchase Order request utilizing a SAP Contract -

5 Example of Open Purchase Order for small repair or replacement items used on a repetitive basis or item(s) which, at the discretion of the Purchasing Manager, do not lend themselves readily to acquisition by small purchase or normal requisition procedures. Item Text Description Item Note Justification Documentation of the action for items under $15,000 is maintained in the department files. In order for the Purchasing Office to sanction these type of purchase orders, Departments are requested to abide by the following guidelines, in addition to those stated in Purchasing Policy BCC County Manager or designee approval of all open P.O. s that have a total encumbrance of over $15,000. Board approval for all exceeding $100, Guarantee that departments will not shop prices (i.e., revealing one vendors prices to get lower prices from another).

6 3. That departments competitively quote non-capital materials with qualified vendors holding open P.O. s 4. If department s award quotes to other than low, provide documentation as to why those actions were taken. OFFICE DEPOT PURCHASE ORDERS Departments need to provide their purchase order number and an updated list of users within your department authorized to login and order through Office Depot. Please this information to Barbara [email protected]. Open purchase orders with Office Depot per Bid NACO EXCLUDES: COMPUTER HARDWARE & SOFTWARE, CAMERAS & ACCESSORIES; COPIERS, JANITORIAL EQUIPMENT & SUPPLIES, FOOD ITEMS, REFRIGERATORS, AUDIO VISUAL EQUIPMENT, & FURNITURE. NO CAPITAL (OVER $750) SHALL BE PURCHASED. In addition to NACO, Brevard County participates in other intergovernmental cooperative purchasing programs for additional sources to obtain competitive quotes, for example those items that are excluded. Corporate Express provides competitive pricing through the National Intergovernmental Purchasing Alliance program. Contact [email protected] for pricing. Sandy Gillespie with Staples can provide competitive pricing through the National Joint Powers Alliance program; contract [email protected] Remember to document your quotes. RICHOH COPIER RENTAL PURCHASE ORDER REQUESTS NEED TO HAVE THE FOLLOWING INCLUDED IN THE ITEM TEXT FIELD: ORIGINAL PURCHASE ORDER # _(Input your 06/07 PO #) #Per terms and conditions of Proposal P Multifunctional Copy Machine Rental- 5 Year Contract Agreement dated March to March Purchase Order effective through 9/30/08

7 The following information is available on Purchasing Services Website Updated Purchasing Agent Category List Term Contracts List Approved Vendors of Record for FY 07/08 Reminders for Requisitions - "NB" or one-time purchases: Material Numbers Required - (new items, Assets) Material Numbers will need to be created for items routinely purchased that are not on open PO's or bids - Material Request Form or via to Purchasing. This requirement does not apply to services. Goods Receipt No Longer Required - Information Technology Department Equipment Standards Usually, purchases for computer related equipment requires IT review and approval before reaching Purchasing. Administrative Order 57 (AO-57) allows purchases for many general computer and telephone related items easier and more efficient to acquire paperless process. Please visit for User instructions.