General Requisition / Purchase Order / Contract Requirements
* Federally funded grant procurement procedures are slightly different and are indicated with an asterisk in italics.
All requisitions or requests for payment must have the following documentation:
- Completely filled-in requisition;
- Signed by appropriate parties;
- sam.gov printout, if applicable;
- Packing list;
- Bid documentation, if applicable; and
- All purchases require a requisition and require a minimum of two signatures: an originator (requisitioner) and a Budget Manager (approver).
* Procurement thresholds are lower for federal grant purchases – $3,500.
For all grant purchases, all utilities, and for purchases $5,000 and over, the requisitioner is responsible for verifying that the vendor is not on the Federal suspended or debarred list by checking the System for Award Management (SAM) website https://www.sam.gov/portal/SAM/##11. Enter the vendor name under the use the "Search Records" option. Search results should be included with the requisition. Requisitioner also ensures a valid budget account number is listed on each requisition and that purchases are not divided or fragmented in order to meet a lower dollar transactions requirement.
Budget Manager/Approval Authority Levels
Approval authority of requisitions/purchase-order/contracts:
- $0 – $9,999 — must be approved by the Budget Manager
- $10,000 – $24,999 — must be approved by the appropriate Executive Team Member
- $25,000 – $49,999 — must be approved by the President
- $50,000 or more — must be approved by the District Governing Board
A yearly cut-off date for requisitions to be submitted will be established by the Business Office to complete budget year purchases. This final date will be no earlier than 30 days prior to the fiscal year end.
Quote Requirements for Purchases
The College will ensure purchases are made at the lowest cost, consistent with the quality and delivery requirements of the department requesting the purchase. The requisitioner and/or Purchasing Department is required to find the most responsible supply source for the most reasonable price that meets the College's needs.
* Federal grant purchasing under $3,500 requires a statement that the price if "fair and reasonable." Also, federal purchases must consider annual purchases anticipated from a vendor, not just line item or single requisition transactions.
State or Member Cooperative Purchases
Purchases made through state or federal contracts or "member cooperative" vendors meet the requirement for "competitive procurement" in place of quotes or bids for all purchasing thresholds. Vendor documentation (contract name and number indicating items considered for purchase) must be included as support with the requisition. The cooperative contract must specifically include the item being purchased and must be valid as of the date of purchase. The originator of the requisition must verify the vendor has not been suspended or debarred using sam.gov. The originator of the requisition must provide verification that the College is a member of the cooperative purchasing group as of the date of purchase.
Purchases of Equipment, Supplies and Services
- Purchases of Equipment, Materials and Supplies, Less than $10,000
Purchases of less than $10,000 may be made at the discretion of the requisitioner or Purchasing Department and do not require additional quotes.
- Purchases of Equipment, Materials and Supplies, $10,000 to $50,000
At least three quotations for purchases between $10,000 – $50,000 will be obtained, unless impractical. The price quotations shall be shown on or attached to the related requisition form. If three quotations cannot be obtained, documentation showing vendors contacted but not offering price quotations, or an explanation of why price quotations were not obtained, shall be demonstrated on a directed purchase, sole source, or cooperative purchasing form.
- Purchases of Equipment, Materials and Supplies, and Services, $50,000 and over
Sealed bids, competitive proposals, or cooperative purchasing agreements will be utilized for all purchases of goods and services having an estimated cost of $50,000 or more. The Chief Business Officer or Designee will ensure compliance with this process.
- Purchases of Equipment, Materials and Supplies, $50,000 or more
In addition to the competitive bid requirement, contracts and purchases over $50,000 or more value must be approved by the District Governing Board prior to purchase.
Professional services: attorneys, accountants, architects, engineers, and other professional consulting shall be procured without competitive procurement under the President's authority up to $50,000. If the projected expenditures exceed $50,000 statements of qualifications will be requested and evaluated or a cooperative agreement can be utilized. Software services, licensing and related trainings also require competitive procurement past $50,000.
* Federally funded grant purchases require competitive procurement at $3,500.
- Construction Estimated to be $50,000 and Under During the Fiscal Year
Construction procurements up to $50,000 may be made at the discretion of the Facilities Department and/or Business Office and do not require bidding.
- Construction Estimated to be Over $50,000 for the Fiscal Year
The Facilities Department, in conjunction with the Business Office, will obtain at least three price quotations for purchases over $50,000. The price quotations shall be attached to the related requisition form. If three quotations cannot be obtained, documentation indicating vendors contacted but not offering price quotations or an explanation on a directed source form of why quotations were not obtained will also be attached to the related requisition form.
- Construction Estimated at $150,000 or More
The Business Office will conduct competitive bidding which may be satisfied by cooperative purchasing agreements or by obtaining sealed competitive bids/proposals for all construction having an estimated value of $150,000 or more. These projects must be approved by the DGB.
The Chief Business Officer or Designee may use the same supplier for a subsequent request to purchase the same item without further procurement competition:
- The item has not increased in price since the original quotation;
- The purchase occurs within 180 days of the original purchase date; and
- Competitive procurement was conducted, if applicable, initially.
The subsequent requisition or purchase order will reference the original quote or bid number.
Blanket Purchase Orders
Blanket purchase orders can be established for up to $10,000 for purchases of small commodity-type items that are brought often such as maintenance supplies, repair services, and commodity supplies used in an instructional setting. The blanket purchase order expires at the end of the academic semester for instructional divisions and the end of the fiscal year for the administrative divisions.
Monthly purchase of utility needs for the College do not require a requisition or purchase order. The Chief Business Officer or Designee will approve the contractual agreement with the utility vendor. This is limited to electricity, gas/butane, refuse/waste, and telephone/Internet/cellular services. The Business Office, on a semi-annual basis, is responsible for verifying utility vendors are not listed on the Federal suspended or debarred website (sam.gov).
Credit Card Purchases
Administrators of the College are authorized to make College-related purchases using an NPC credit card up to their individual credit card limit. Purchases related to travel must be pre-approved using the Travel Request Authorization Form. All purchases, with the exception of per diem, must be accompanied by itemized receipts and adhere to the NPC Travel Policy and Procedures and Purchasing Procedures. Credit cards are not intended to be used to circumvent or replace the purchasing process.
Single, Sole, or Directed Source Purchases
Requisitions for purchases from a sole or directed source vendor must include justification for the sole or directed source purchase. The written justification must be attached to the requisition and forwarded to the Chief Business Officer, or Designee for approval prior to the purchase. This justification will extend through the "life" of the contract or renewals of the contract or licensing, not to exceed five (5) years.
A breakdown of machinery, threatened curtailment or termination of an essential service, or a dangerous condition constitutes an emergency. The President, or Designee, will make arrangements for purchasing necessary materials to resolve such problems. The department impacted will obtain, if practical, competitive verbal price quotations and place an order with the lowest most responsible bidder that meets delivery and quality requirements. When practical, the College will contact individuals or companies under contract with a state or federal government entity and will file the following documentation in the office of the Chief Business Officer on the next regular business day.
- Requisition marked "Confirming - Do Not Duplicate"
- Tabulation of bids received
- Copy of signed delivery receipt
- Justification for emergency purchase
Requests for Bids/Awarding Contracts
The Chief Business Officer, or Designee, shall manage the requests for bids and recommend awarding of all contracts to the President. In evaluating bidder responses to an invitation to bid, the Chief Business Officer will consider total cost, quality, and life cycle of contract purchase.