Steps in IPFW's Purchasing Process

Departments may make incidental purchases by using a Purdue University MasterCard or through direct invoicing. For other purchases, the following steps outline the process to be followed. If there are any special requirements that should be addressed with Physical Plant, ITS, Shipping/Receiving please make those contacts before purchasing the goods or service.

Purchasing Steps using the Purdue Purchasing System:

1. Department follows their internal purchasing authorization and record keeping process.
2. The requisitioner for that department initiates the shopping cart in the Purdue Purchasing system.
3. Orders that are $10,000 or more must follow a formal bid process, departments can call the Purchasing department to discuss this purchase with the appropriate buyer, or department can complete a purchase requisition, and send to the Purchasing Department (See Request for Quote Steps section below for details).

Note: We do recommend departments contact the Purchasing department to get quotes on any purchases where the University does not have contract pricing, the cost of the items (say $1,000 or more) is such the department may realize significant savings, or in cases where the department needs suggestions on vendors.

Purchasing Steps in the Request for Quote (RFQ) or Request for Proposal (RFP) Process

Purchase requests that total $10,000 or more must be competitively bid (see Waiver below for additional information). Purchasing Services is the only authorized entity on campus that can perform these services.  It is important to get Purchasing involved early to allow time for the process to be followed and items to be ordered and delivered.  If installation is required additional time will be needed as well.  Some items can take several weeks between the time of purchase and the goods arriving.  A good rule of thumb is to allow a couple of weeks for the buyer to pull all the information together, identify vendors and submit the bid.  Allow at least a week for the vendors to respond.  The more complicated bids such as those involving design or the vendors to come on-site will require additional time.  If the bid is done in a rush fashion some vendors will not be able to participate because they can't meet the time line.  The end result may be higher cost to the department. 

Note: We do recommend departments contact the Purchasing department to get quotes on any purchases where the University does not have contract pricing, the cost of the items (say $1,000 or more) is such the department may realize significant savings, or in cases where the department needs suggestions on vendors. The Purchasing Buyer involved may also elect to bid a purchase where it is determined best practice.

1. Buyer for the commodity desired verifies the specifications.
2. Buyer determines if the purchase requires a Request for Quotation (RFQ) or Request for Proposal (RFP). Most IPFW purchases do not require the solicitation of bids. In these cases vendor selection is based on the department's preference, existing vendor contracts, and the Purchasing staff's knowledge and experience.
3. Purchasing will issue a Request for Quotation (RFQ) or Request for Proposal (RFP) if any of these apply:
   • Order totals $10,000 or more
   • Falls under the State public works statutes (any project for which contractual labor is used on site to construct, alter, repair or improve facilities owned or leased by the university). Public works projects should involve Physical Plant.
   • Department and buyer believe it to be the best business practice
4. The RFQ/RFP is issued to a pool of qualified vendors chosen by the buyer and the requestor.
5. Responses are reviewed and vendor(s) chosen based on price, delivery terms, availability, and other specifications stated in the RFQ/RFP.
6. Awarded vendor will be contacted and a purchase order issued.
7. Buyer will also notify the other participating vendors the bid has been awarded.

Please allow time for the purchasing staff to complete all steps necessary for a purchase. The amount of time needed varies greatly but is affected by the nature of the items being purchased, the dollar amount of the purchase, whether an RFQ is necessary, and the Purchasing department's workload. Do not expect Purchasing to place an order on the same day that the requisition form is received.

Request to Waiver Bid

If there is a legitmate reason, typically proprietary, that restricts the purchase to a specific brand and that only one vendor can provide that brand of goods or services, a request to Waiver of Competitive Bid form must be completed, any supporting documentation attached, properly signed and sent to the Purchasing Department. The Purchasing buyer and director will review the form and discuss any questions with the requestor. If approved, the order request will continue through the purchasing process. If this request is not approved the requester will be notified that the order will go through the bidding process.

Proper Signatures

Departments with Business Managers

Before sending either a Purchase Requisition (Form 12) or Request to Change Order (Form 26)  to the Purchasing department for processing, these signatures must be on the form:

1. Signature of the person authorized to approve disbursements from the fund and cost center used.

2. Signature of your business manager.

Departments without Business Managers

Before sending either a Purchase Requisition (Form 12) for Limit PO or Pcard purchase, or Request to Change Order (Form 26)  to the Purchasing department for processing, these signatures must be on the form:

1. Signature of the person authorized to approve disbursements from the fund and cost center used.

2. Signature from one of these Comptroller staff members, the senior business manager, Assistant Comptroller or Associate Comptroller.

For a Purchase Requisition (Form 12) for a purchase that will be entered in the OnePurdue SRM system only the signature of the person authorized to approve disbursements from the fund and cost center used must be on the form.  The Comptroller's staff will review the order in the OnePurdue SRM system before the purchase order will be created.

Unallowable Purchases

Purdue has identified categories of  items that are not allowable purchases using general university funds.  Examples of these items are:

Food and beverages except in accordance with Hospitality Expenditure Policy

Alcoholic Beverages

Office Furnishings  - decorative wall hangings, lamps, area rugs for offices,  kitchen items such as microwaves or refrigerators except when being purchased for a separately maintained university or department  lunch or lounge area.

Raffles, bingo, games of chance—While "games of chance" are not allowable, "games of skill" are. Before committing to any such questionable activities, check with your business manager or the Comptroller to determine if it is allowable.

Awards and plaques—may be allowable from unrestricted department gift funds but not general funds.

Gift certificates— not allowable through general funds

Charitable donations—Neither University-controlled funds nor Foundation funds may be used to make a gift or donation to a charitable organization, including civic fund-raising activities.

Before making such purchases or commitments,  please verify with your business manager or the Comptroller’s office that such items can be paid for with your university funds.

Processing Returns

In the OnePurdue SRM system there is a return process to be followed whenever items received need to be returned because they arrived damaged, or were not correct part, size, color, etc..   It is critical whenever items need to be returned that you do so within the vendor's allotted grace period. This is typically within 30 days of the item being shipped to us.  Please follow these steps in a timely manner to ensure that returns are correctly handled and to avoid payment issues.

Guy Brown Returns

Any problems with Guy Brown orders - contact Melissa Dalman or email stores@ipfw.edu to return the item(s).

Non-Guy Brown Returns On Items Just Received

Complete the Return Authorization form and return to Pam Thompson as instructed at the bottom of the form. If that item is being replaced, you will need to reconfirm it in the system once the replacement arrives otherwise Purdue will not pay for that item.  Purchasing will let you know when the return has been processed.

Other Order Situations

Periodically you may have recently submitted purchase orders where:

• the vendor no longer carries the item
• your department wants to cancel the item or a purchase order

There are steps we must complete in the OnePurdue SRM system so that the effected purchase order reflects those changes. Below are the steps to follow:

Item Not Available

If an item ordered is no longer available from the vendor.  Please complete a Form 26 . Have it signed by the person authorized to approve disbursements from the fund and cost center used, and by your business manager. Remember your account information and dollar amount will go in the "Decrease" section of the form. Send to the Purchasing office. If your department does not have a business manager, Diana Jackson, Philip Davich, or Tom Mulligan of the Comptroller's office can perform this function. Route to them and ask them to forward onto the Purchasing office.

Cancel an Item or Order

If you discover that an item or purchase order submitted needs to be canceled, the vendor should be contacted immediately. If you have a sales contact for the vendor involved, contact them ASAP to stop the order. If not, please contact the appropriate buyer in Purchasing who handles that commodity to make the contact. Click here for the  Buyers' Commodity list and contact the appropriate buyer.

The buyer will contact the vendor and try to cancel the item or purchase order involved. Expedite a Form 26 with appropriate signatures to the buyer in Purchasing involved so the necessary changes can be made to the Purchase Order and any follow-up Change Order paperwork sent to the vendor.

Returns on Used Items

ITS typically handles any computer warranty returns on equipment they service.  Contact ITS Helpdesk to open a track.

Furniture warranty repairs - please contact Linda Patten or Jennifer Horrom.

Purchasing is happy to assist with other returns.  Click here to complete the Return Authorization form .