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Standing Purchase Orders

A standing (open) purchase order (PO) is used for a requirement that is repetitive in nature, difficult to quantify over a period of time, and is not to exceed or cross fiscal periods (July 1, 2015 – June 30, 2016).  Standing POs allow requesters to make repetitive purchases of miscellaneous low cost supplies, to pay for lease/rentals, and maintenance contracts throughout the current fiscal year. 

Standing POs cannot be used to purchase the following or any other unauthorized purchase:

•      Personal purchases

•      Furniture (unless prior approval received from Facilities)

•      Gift cards and/or certificates

•      Gratuities and gifts

•      Printers, computers, scanners, or other IT/IMC equipment (unless prior approval received from IT)

•      Alcoholic beverages or any substance, material, or service which violates policy, law, or regulation pertaining to the District

•      Capital equipment

In order to allow proper coordination, please submit a new Banner Requisition at the beginning of each fiscal year to establish a standing PO. The standing PO is only valid for purchases up to the “not-to-exceed” dollar amount. Change orders will be reviewed in accordance with Board Policy, Administrative Policy and Public Contract Code requirements.

Only authorized employees will be allowed to purchase on a standing PO and those authorized will need to have a Procurement Card/Standing Purchase Order Agreement on file with the Purchasing Department prior to use.

Purchasing approves and issues all standing POs upon receipt of a completed Requisition.

Open PO's greater than or equal to $5,000.00 must be submitted with three quotes. The quotes should be for 5 items that the PO will be used to purchase. If you will be submitting 3 or more open PO's for vendors of the same trade and those vendors’ prices are found to be fair and reasonable, 3 quotes may not be necessary. However, please contact the Purchasing Department to ensure we are exhibiting a fair procurement process and appropriate stewardship of District funds. If a fully executed contract exists that specifies items to be purchased through a specific vendor, additional quotes are not required and a copy of the contract is to be submitted with your REQ.

The following information is to be included on all Requisitions for a standing PO:

(1)  Person(s) authorized to use standing PO

(2)  Not to exceed (NTE) amount(s)

(3)  Effective period (e.g. July 1 2015 - June 30, 2016)

(4)  Brief description of what is to be purchased with the standing PO

(5)  3 quotes or justification in “Document Text” for not providing 3 quotes, for requests that meet or exceed $5,000.00

(6)  Due Date should be the last day the Standing PO will be valid, but not later than the last day of the Fiscal Year, June 30

 

Related Documents:

Procurement Purchasing Card

Procurement Card/Standing Purchase Order Agreement

 

Last updated: March 9, 2016