Procurement Process

For any type of service, equipment, material or supplies for the district, a purchase order must be issued in advance authorizing the vendor to fulfill the order. Requests made in the name of the district without a purchase order, shall be considered an obligation of the person making the request and not an obligation of the district.

Purchases Below the Bid Threshold

Purchases Above the Bid Threshold

Procurement Process for Purchases Below the Bid Threshold - 2-3 Weeks

1.	Requester identifies need.

2.	Requester performs due diligence in selecting products/services and vendor.

3.	Requester obtains documents/information per the Requisition Checklist and follows any applicable process necessary for the purchase (quotes, Request for Contract (RFC), Standing PO, etc.).

4.	Requester creates Requisition in Banner, uploads documents per the Requisition Checklist into Onbase, and submits Requisition for approval. If you need assistance with Funding or Account (FOAP) please contact your Fund manager and/or Fiscal Services Representative. *If an agreement is required per the Requisition Checklist, a fully-executed agreement (including all addendums) must be uploaded into Onbase PRIOR to submitting your Requisition for approval. See the Contracts webpage for details.

5.	Requisition is reviewed and approved/disapproved by individuals listed in approval queues:
	a.	Approved Requisitions are sourced into Purchase Orders and processed in accordance with District policy and instructions provided by Requester on Requisition. Purchase Orders are then submitted to the Board of Trustees for approval via the Purchase Order Report.
	b.	Denied Requisitions are returned to the Requester with a notification on why the request was denied and if changes need to be made before recompleting for approvals.
		Requisitions >$25K are held for the Board of Trustees approval via the PO report prior to being sent to the vendor unless an approved board agenda item is uploaded into Onbase. Please click here to view the Board deadlines. Requisitions using a 5100 account no. are held for the Board of Trustees approval via the PO report prior to being sent to the vendor unless an approved board agenda item is uploaded into Onbase. Please click here to view the Board deadlines.
6.	Receipt of items/services:
	a.	All tangible items are to be delivered by the Vendor to the District Warehouse. District Warehouse will receive, process, and deliver in accordance with District Policy and instructions provided by Requester on the Requisition.
	b.	Non-Tangible Items (services, electronically delivered software, etc.) are received and verified by the requester.

7.	Appropriate individual emails “Ok to Pay” to Accounts Payable, accounts_payable@avc.edu.

8.	Accounts Payable processes invoice(s) for payment.

Procurement Process for Purchases At or Above the Bid Threshold - 12-16 Weeks (depending on lead time)

1.	Requester identifies need.

2.	Requester contacts vendors who can provide service/equipment to obtain quotes and determine approximate amount.

3.	Requester contacts Purchasing to discuss need and determine timeline for formal bid/proposal process.

4.	Requester provides purchasing with scope of work/specifications and emails of potential bidders, so formal bid/proposal documents can be created..

5.	Purchasing creates formal bid/proposal documents, advertises, and post on PlanetBids for minimum of 2 weeks (site visits may also need to take place).

6.	Received Bids/Proposals are reviewed by Purchasing and/or Evaluation committee to select vendor (interviews may also need to take place).

7.	Purchasing drafts agreement, sends to selected vendor for signature, then to Board of Trustees for approval.

8.	Once approved by the Board of Trustees, the Requester creates Requisition in Banner, uploads documents into Onbase per the Requisition Checklist, and submits Requisition for approval. If you need assistance with Funding or Account (FOAP) please contact your Fund manager and/or Fiscal Services Representative.

9.	Requisition is reviewed and approved/disapproved by individuals listed in approval queues:
	a.	Approved Requisitions are sourced into Purchase Orders and processed in accordance with District policy and instructions provided by Requester on Requisition.
	b.	Denied Requisitions are returned to the Requester with a notification on why the request was denied and if changes need to be made before recompleting for approvals.

10.	Receipt of items/services:
	a.	All tangible items are to be delivered by the Vendor to the District Warehouse. District Warehouse will receive, process, and deliver in accordance with District Policy and instructions provided by Requester on the Requisition.
	b.	Non-Tangible Items (services, electronically delivered software, etc.) are received and verified by the requester.

11.	Appropriate individual emails “Ok to Pay” to Accounts Payable, accounts_payable@avc.edu.

12.	Accounts Payable processes invoice(s) for payment.

Search