Requests for Physical Plant Services and Emergency Purchases: Difference between pages

Revision as of 16:02, 6 January 2012

Policy 509.13

Introduction

Scope

Definitions

Emergencies

Emergencies are defined by Purchase and Contract Division as situations which endanger lives, property or the continuation of a vital program and which can be rectified only by immediate on-the-spot purchases or rental of commodities, printing or services.

Pressing Needs

Pressing needs is one arising from unforeseen causes, including but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work.

Policy and Procedure Statements

Waiver of Competition

4.1.1 Current purchasing rules of the State of North Carolina permit waiver of competition in cases where emergency of pressing need is indicated. Although competition may be waived for proper cause, its use is required wherever practicable. When emergency or pressing need action is necessary, and the expenditure is over the University's benchmark of $150,000, prior approval must be obtained from Purchase and Contract Division if time permits.

When to Use

4.2.1 When emergency or pressing needs conditions exist that necessitate a purchase that cannot be handled by the routine procurement procedures, Procedure Statement 1, then the University's emergency purchasing procedures may be used.

Hand Carry Procurement Request

4.3.1 If possible, a procurement request should be prepared and signed by the individual authorized to expend funds from the applicable budget account. The request may then be hand carried to the Controller's Office for budgetary approval. If approved, it should then be taken to the Purchasing Office to have a purchase order issued. If the purchase is a legitimate emergency or pressing need, the Purchasing Office will:

Solicit quotations by telephone, if appropriate, and/or verify quote (s) provided by department.
Obtain the approval of the State Purchase and Contract Division, if over the University delegation.
Prepare a purchase order and give the vendor copy to the department representative to make the purchase.

4.3.2 An invoice for the purchase should be delivered or mailed to the Controllers Office.

4.3.3 In cases where competition would normally be required, but is waived, the department will be asked to provide written justification explaining the urgency of the need which precludes seeking competition.

Telephone Emergency Purchase Request

When a purchase must be made in an emergency situation and there is not enough time to hand carry a procurement request to Purchasing, approval should be obtained over the telephone. The Purchasing Agent will give the department a purchase order number to use in making the necessary purchase. After the purchase has been made, the department must prepare a confirming procurement request, including the emergency purchase order number, and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.

Depending on the circumstances and the dollar amount of the purchase, the department may be required to follow-up with written justification explaining the urgency of the need which precludes seeking competition.

Limited Use - This emergency procedure will not be authorized except in those instances where it is impossible or impractical for a department to bring a procurement request to the Purchasing Office prior to the placing of an order.

Procedure For Making Emergency Purchases

Procedure References

Refer to Policy Statement 12, Emergency Purchases, and Policy Statement 7, Purchases from Commercial Vendors.

Procedure Description

As with all types of purchases, the University Purchasing Office has the sole authority for entering into contracts to secure all emergency materials.

Use one of the following procedures to make an emergency purchase based on the available time:

Conditions allow for the procurement request to be hand carried through the normal procedures to obtain the vendor copy of the purchase order or the purchase order number:

Procedure Steps

Prepare the procurement request as described in Procedure Statement 1, obtaining the necessary approval signature.
Hand carry the procurement request to the Controller's Office and obtain final budgetary approval.
Take procurement request to the Purchasing Office and explain the reason for making the emergency purchase. Depending on immediate circumstances, the Purchasing Office will either:

Prepare a purchase order and give you the vendor's copy, or

Give you a purchase order number to use in making the purchase.

Take the vendor's copy or a purchase order number and make the purchase. Either obtain an invoice from the vendor and deliver it to the Purchasing Office, or ask the vendor to send an invoice to the Appalachian State University Purchasing Office. The purchase order number should be referenced on the invoice.
The emergency is such that it does not allow time for a procurement request to be hand carried through the normal procedure:

Telephone the Purchasing Agent to obtain approval to make the purchase and a purchase order number.

Make purchase using the purchase order number. Obtain a vendor's invoice with the above purchase order number referenced.

As soon as possible, prepare a confirming Procurement Request and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.

@@ Line 1: / Line 1: @@
-Policy 507.4
+Policy 509.13
 == Introduction ==
-You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.
 == Scope ==
 == Definitions  ==
-=== Definition phrase or word ===
+===Emergencies ===
-: Definition summary
+:Emergencies are defined by Purchase and Contract Division as situations which endanger lives, property or the continuation of a vital program and which can be rectified only by immediate on-the-spot purchases or rental of commodities, printing or services.
+=== Pressing Needs ===
+:Pressing needs is one arising from unforeseen causes, including but not limited to, delay by contractors, delay in transportation, breakdown in machinery, or unanticipated volume of work.
 == Policy and Procedure Statements  ==
-Necessary Form - All requests for services from the Physical Plant are made by completing and submitting a REQUEST FOR PHYSICAL PLANT SERVICES to the Physical Plant Cost Control Center. Departments "download" their repair work order requests using the Physical Plant On-line Work Request System. To gain access to this on-line system, complete the Physical Plant Work Order System Request Form available on the Physical Plant website, www.pp.appstate.edu, under Access Form for Work Order System and mail to the Physical Plant Office. Please allow enough time in advance of the desired completion date for the Physical Plant to schedule and perform the requested services.
+=== Waiver of Competition ===
+.1.1 Current purchasing rules of the State of North Carolina permit waiver of competition in cases where emergency of pressing need is indicated. Although competition may be waived for proper cause, its use is required wherever practicable. When emergency or pressing need action is necessary, and the expenditure is over the University's benchmark of $150,000, prior approval must be obtained from Purchase and Contract Division if time permits.
+=== When to Use ===
+.2.1 When emergency or pressing needs conditions exist that necessitate a purchase that cannot be handled by the routine procurement procedures, Procedure Statement 1, then the University's emergency purchasing procedures may be used.
+=== Hand Carry Procurement Request ===
-NOTE: Please do not telephone in normal requests for maintenance and repair. Only true emergencies are accepted over the telephone.
+.3.1 If possible, a procurement request should be prepared and signed by the individual authorized to expend funds from the applicable budget account. The request may then be hand carried to the Controller's Office for budgetary approval. If approved, it should then be taken to the Purchasing Office to have a purchase order issued. If the purchase is a legitimate emergency or pressing need, the Purchasing Office will:
+#Solicit quotations by telephone, if appropriate, and/or verify quote (s) provided by department.
+#Obtain the approval of the State Purchase and Contract Division, if over the University delegation.
+#Prepare a purchase order and give the vendor copy to the department representative to make the purchase.
-PROCEDURE TO REQUEST PHYSICAL PLANT SERVICES
+.3.2 An invoice for the purchase should be delivered or mailed to the Controllers Office.
-Access the Physical Plant Work Order System through the Physical Plant website under Physical Plant Work Order Request or through the Electronic Forms webpage.
+.3.3 In cases where competition would normally be required, but is waived, the department will be asked to provide written justification explaining the urgency of the need which precludes seeking competition.
-Enter your vax username, budget code without any dashes or spaces and vax password then click submit. Your vax username and password should be the same username and password used for your University email account.
+=== Telephone Emergency Purchase Request ===
+When a purchase must be made in an emergency situation and there is not enough time to hand carry a procurement request to Purchasing, approval should be obtained over the telephone. The Purchasing Agent will give the department a purchase order number to use in making the necessary purchase. After the purchase has been made, the department must prepare a confirming procurement request, including the emergency purchase order number, and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.
-NOTE: The budget account number must be included on all Requests for Physical Plant Services. It will be determined by the Physical Plant Cost Control Center whether the cost will be paid by the department or considered a Physical Plant service. Completely fill out all fields on the Physical Plant Work Order Form before clicking submit. You should then see a review page showing the information you entered on the previous page. Please look over this information to make sure it is what you want to request Physical Plant Services for. If everything is correct, print a copy for your records and click submit for the request to be sent to the Physical Plant. On this page you will notice your request has been assigned a work order number. Please refer to this number when calling the Physical Plant regarding your request as it will help expedite answers to your questions.
+Depending on the circumstances and the dollar amount of the purchase, the department may be required to follow-up with written justification explaining the urgency of the need which precludes seeking competition.
-NOTE: If you have multiple work order requests you will need to send a work order per each request; however, you have the opportunity on the review page to enter them without having to log out and re-enter the Physical Plant Work Order System by checking "no" when asked if this is your last work order request. If you do not have any additional work order requests, check "yes" when asked if this is your last work order request. If everything was processed successfully, you will see a page saying "Work Order(s) have been sent in Email to Physical Plant." You will receive an email once the request is scheduled; if you do not receive an email in a timely manner, please call the Physical Plant Office at 3190 ext. 100.
+'''Limited Use''' - This emergency procedure will not be authorized except in those instances where it is impossible or impractical for a department to bring a procurement request to the Purchasing Office prior to the placing of an order.
-ESTIMATES
+=== Procedure For Making Emergency Purchases ===
+==== Procedure References ====
+Refer to Policy Statement 12, Emergency Purchases, and Policy Statement 7, Purchases from Commercial Vendors.
-A department requesting Physical Plant Services would request an estimate when they are concerned with the cost of a service they would like performed.
+==== Procedure Description ====
+As with all types of purchases, the University Purchasing Office has the sole authority for entering into contracts to secure all emergency materials.
-PROCEDURE FOR ESTIMATES
+Use one of the following procedures to make an emergency purchase based on the available time:
+#Conditions allow for the procurement request to be hand carried through the normal procedures to obtain the vendor copy of the purchase order or the purchase order number:
+Procedure Steps
+#Prepare the procurement request as described in Procedure Statement 1, obtaining the necessary approval signature.
+#Hand carry the procurement request to the Controller's Office and obtain final budgetary approval.
+#Take procurement request to the Purchasing Office and explain the reason for making the emergency purchase. Depending on immediate circumstances, the Purchasing Office will either:
+Prepare a purchase order and give you the vendor's copy, or
-To have an estimate prepared the requesting department will send a request for Physical Plant Services through the Physical Plant Work Order System. A request becomes an estimate by entering a "Y" in the field beside Estimate Required (Y/N)? on the Physical Plant Work Order Form. Estimates will be assigned a work order number on the review page. Please refer to this number when calling the Physical Plant regarding your estimate as it will help expedite answers to your questions.
+Give you a purchase order number to use in making the purchase.
-Once an estimate has been successfully downloaded, it will be given to the Physical Plant Department who will calculate an estimated cost for the work, material and labor, to be performed. The estimate will then be sent to the requesting department head/chairperson. NOTE: An e-mail will not be sent as the work has yet to be scheduled.
+#Take the vendor's copy or a purchase order number and make the purchase. Either obtain an invoice from the vendor and deliver it to the Purchasing Office, or ask the vendor to send an invoice to the Appalachian State University Purchasing Office. The purchase order number should be referenced on the invoice.
+#The emergency is such that it does not allow time for a procurement request to be hand carried through the normal procedure:
+Telephone the Purchasing Agent to obtain approval to make the purchase and a purchase order number.
-Once the requesting department head/chairperson receives the estimate, he/she has 30 days from the date shown on the estimate to approve or disapprove. If the department approves the estimate and would like for the Physical Plant to proceed with the work order request, the department head/chairperson needs to sign and date the estimate and return it to the Physical Plant where the Cost Control Center will schedule the work to be performed. If the department disapproves the estimate, the department head/chairperson needs to date and write "disapprove" on the estimate and return it to the Physical Plant. If an estimate is not returned to the Physical Plant marked either approved or disapproved within 30 days it will be purged from the system.
+Make purchase using the purchase order number. Obtain a vendor's invoice with the above purchase order number referenced.
-The requesting department has the responsibility to provide funding for all estimated work. If Repair & Renovation (R&R) funds are to be used, then the estimate request should come from Design and Construction. Please keep in mind that any adjustments made to a project after an estimate is scheduled for work can cause an adjustment in the cost of the project at the requesting department's expense.
+As soon as possible, prepare a confirming Procurement Request and send it through the normal channels to the Purchasing Office, along with the vendor's invoice.
 == Additional References ==