Requisition / purchase order request PROCUREMENT PROCESSES By: Brian Mafnas Administrator, Office of Supply Management

Procurement Processes Requisition Cycle Preparing a Requisition Request Routing for Authorization & Clearances Solicitation and Awarding a P.O. Distribution of the P.O. Receiving of Goods and Services

Start – Requester prepares Required Forms Approved and Cleared by the Respective Program Manager Federally funded request are submitted to Federal Programs for clearance & then to Financial Affairs for Certification of Funds; Locally funded request go directly to Financial Affairs for Certification of Funds After Certification of Funds, requisition request is submitted to Procurement for Processing Procurement solicits for open competition and then awards and distributes purchase order.

Where do you begin? Decide what you need to procure. Help me, help you. Do your homework. Get enough information as to the description of the item down to the size and color or mechanics of the product or service. If it is a service you would like to procure, what kind of service? What exactly do you want the vendor to do or be responsible for and what will the outcome be? This information has to come from you. You know what your needs are based on the program goals and objectives of your approved application. Consult with Procurement to determine whether or not it will constitute an IFB or an RFP to be conducted.

Continued: If you are procuring technology equipment, you must seek clearances from F.S.A.I.S Division first. For all equipment purchases under the category (250) and (450) Capital Outlay, additional clearances are needed through Property Office. Fill Out Required Forms: FORM: FP.01-07 [FORM – R: Requisition / Purchase Order Routing Form Authorization and Clearances] [Revision Date: April 15, 2010] FORM: FP.01-0AB [FORM – R: Requisition / Purchase Order Routing Form Comment Sheet ] [Revision Date: April 15, 2010] FORM: FP.01-07B [FORM – R: Requisition / Purchase Order Routing Form Checklist] [Revision Date: April 15, 2010] FORM: FP.01-07C[Requisition Request Form] [Revision Date: April 15, 2010] Solicit at least one vendor to project the cost of what you need to spend to procure your goods or services and attach to the required forms above.

Continued: Based on your request, Procurement will solicit vendors to get the best priced, quality product or service and award the purchase order to that vendor. Procurement will disseminate the respective purchase order copies to the Vendor, Requester, Financial Affairs, Property Division and Warehouse. When delivery is made to your school or division for supplies and materials, prior to receiving the goods, please ensure that you have a copy of the purchase order record in order to validate what you had requested. For partial or completed deliveries, submit a copy of the purchase order, all original delivery receipts to Financial Affairs for payment processing.

Required Forms Checklist #1 FORM: FP.01.07 Checklist

Authorization and Clearances Authorization & Clearances #2 FORM: FP.01.07A Authorization & Clearances

Comment Sheet #3 FORM: FP.01.07B Comment Sheet

Requisition Request Form Requisition Request Form #4 FORM: FP.01.07C Requisition Request Form