• Table of Contents
  • 900.00   Formal Bids/Proposals
  • 910.00   Preparing the Purchase Requisition (PD-1)
  • 910.10   Specification Sheets
  • 910.20    Source of Forms
  • 910.30   Purchase Requisition Approval
  •  
 

 

900.00 Purchasing Procedures based on Total Contract Value over $25,000:

Departments ARE NOT authorized to independently purchase supplies, services, controlled items or capital items with a total contract value over $25,000. Purchases of this dollar value must be acquired by Procurement & Contract Services. Exceptions are identified in Section 300 of this manual. Departments must submit a Purchase Requisition to Procurement & Contract Services.  Purchase requisitions must be signed up to Vice-President level (and OSP  if grant funded).

Procurement & Contract Services is required to use the Competitive Sealed Bid or Competitive Sealed Proposal process for all purchases with an estimated TCV $100,000 and above. The only exceptions are an approved Sole Source Procurement or orders issued against University or State Term Contracts. For purchases with a total contract value over $500,000, Procurement Services will submit a State Requisition to the SPB, unless otherwise stated in the Procurement Delegation Agreement. When certain conditions occur, Procurement & Contract Services will seek a one-time delegation approval to purchase the supply or service on behalf of the University.
 
Procurement & Contract Services will incorporate the "Standard Terms and Conditions MSU-Bozeman - Purchases over $25,000" to the resultant contract, see Appendix AB.

910.00 Preparing a Purchase Requisition (PR)

The Purchase Requisition Appendix A; PD-1 must be completed and routed for siganture prior to submiting to Procurement & Contract Services, . Instructions for completing the form are available here:  Appendix B: Purchase Requisition Instructions. Upon receipt, Procurement & Contract Services will review the PD-1 to ensure it is complete; including proper signatures and attachments. Common attachments include the Sole Source Justification, Statement of Work, Specifications, etc.  If the form is not properly completed, Procurement & Contract Services will return the PD-1 to the Department for correction.

NOTE: In the event the Department previously obtained written bid(s) prior to submitting the Requisition to Procurement & Contract Services, all bids must be submitted with the Purchase Requisition.

NOTE: The Purchase Requisition must include the appropriate approval signatures. Please refer to Appendix E, Signature Routing Instructions. Please type the names and titles of the persons authorized to approve the PD-1 below each signature line. This will expedite the processing of the Requisition.

NOTE: SUBSTITUTE SIGNATURES WILL BE ALLOWED ONLY IF THE DEAN, DIRECTOR, OR DEPARTMENT HEAD HAS DELEGATED THEIR SIGNATURE AUTHORITY TO THAT SPECIFIC PERSON. IF YOU ARE AUTHORIZED TO SIGN ON BEHALF OF SOMEONE, DO NOT SIGN THEIR NAME. Sign your name and indicate whom you are signing for. EXAMPLE:  JANE DOE FOR BOB SMITH.  See Delegation of Authority policy at /policy/delegation_of_authority/Delegation_%20of_%20Authority10_23_06.htm.

910.10 Specification Sheets
If specifications and/or a statement of work are required, they must be submitted with the Purchase Requisition. In order to expedite the purchasing process, departments must prepare a documents to identify the specifications and/or statement of work. Please attach a copy of the specifications to the Purchase Requisition and E-mail the specifications to Procurement & Contract Services. This will ensure that the specifications and/or statement of work are properly captured in the solicitation and the contract.

910.20 Source of Forms
Procurement forms are available from Procurement & Contract Services. Commonly used forms are available online at: https://www.montana.edu/policy/purchasing/purch1800.html#1800

910.30 Purchase Requisition Approval
Purchase Requisition Approval Process: see Appendix E and Appendix V.
Departments are responsible for routing the PD-1 through appropriate management to obtain proper signatures. 

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