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Requisitions

Requisitions

Requisitions are processed in the following manner:


Requisitions $5,000.00

Items may be purchased on the open market from a suggested vendor as long as the requisition total, including shipping, is $5,000.00 or less.

Requisitions from $5,000.01 - $15,000.00

To complete these requisitions, quotations must be solicited by telephone, fax or other means to at least 3 qualified bidders. The time frame for processing this type of request is usually 1 to 3 weeks.

Requisitions from $15,000.01 - $25,000.00

To complete these requisitions, quotations must be solicited by fax or written solicitation to at least five (5)-qualified bidders. Fax solicitations shall allow for bids to be accepted for a minimum of five (5) calendar days. Written solicitations shall allow for bids to be accepted for a minimum period of ten (10) calendar days. The time frame for processing this type of requisition is usually 2 to 4 weeks.

Requisitions over $25,000.00

To complete these requisitions, written quotations must be solicited in a sealed bid format to at least eight (8) qualified bidders. The bid period is a minimum of twenty-one (21) days. A period of more than twenty-one (21) days may be required when there is a pre-bid conference. For bids having an estimate of $25,000 or more, such bids must be advertised at the requesting department’s expense. The time frame for processing this type of requisition is 4 to 6 weeks.

Exceptions

There are some commodities that do not require bidding. These types of orders are generally processed within a week. These commodities include, but are not limited to the following:

  • Textbooks purchased directly from the publisher
  • State Contract Items
  • Advertisements
  • Computer Software (Under $100,000.00)
  • Memberships Dues
  • Repair parts for equipment obtained from an Authorized Dealer
  • Shipping Charges
  • Qualifying Sole Source Purchases
  • Qualifying Emergency Purchases
  • Blanket Orders 
  • Qualified Pre-Payments

For the following items, telephone or fax price quotations must be solicited to at least 3 qualified bidders:

  • Convention and meeting facilities
  • Gasoline and fuel purchases
  • Air and bus charters.

Requisitions must meet all required approvals before the Purchasing Department can process them. The processing times indicated above do not include the time a requisition is pending approval or incomplete.

When ordering FURNITURE or UNIFORMS it may take up to six (6) months to obtain.
Please plan accordingly.

Requistions to delivery of goods

The requesting party must enter purchase requisition. If you need additional information and/or training on entering requisitions, please contact Sheila Scalisi in Purchasing at Ext. 5088.

The individual assigned to approve the specified account must approve purchase requisitions. Once approved, requisitions are assigned to a buyer for processing.

The buyer checks the specifications for clarity and completeness. The buyer will contact the department when necessary if additional information is needed to process a requisition. Once the requisition is acceptable, a bid or a purchase order is prepared depending upon the purchase type. If a bid is necessary, the bid document will be submitted to vendors and such bids will be opened on the day and time specified. The bids are tabulated and a purchase order will be submitted to the lowest bidder. When a bid is not necessary, a purchase order is prepared and either mailed or faxed to the vendor. Items ordered are received by the MSU Warehouse and then delivered to the ordering department. When items are not received as specified, the department should notify the buyer listed on the purchase order as soon as possible concerning a follow up with the vendor. Upon receipt of materials from the warehouse, departments must systematically receive on such items so invoices can be processed when received.