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:
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 is such the department may realize significant savings (say $1,000 or more), or in cases where the department needs suggestions on vendors.
Purchase requests that total $10,000 or more must be competitively bid unless this is an emergency repair situation or there is a proprietary component (see Waiver below for additional information if this is a sole source situation). 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 agent 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 is such the department may realize significant savings (say $1,000 or more), or in cases where the department needs suggestions on vendors. The Purchasing Agent involved may also elect to bid a purchase where it is determined best practice.
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.
If there is a legitmate reason, typically proprietary, that restricts the purchase to a specific brand or service, of which only one vendor can such goods or services, a request to Waiver of Competitive Bid form must be completed. Attach any supporting documentation, have it properly signed and send to the Purchasing Department. The Purchasing agent 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.