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523 - Purchasing

Section: 523-6
Effective: 10/01/1984
Supersedes: 03/15/1972
Review: TBD
Issuance Date: 10/01/1984
Issuing Office: Procurement & Contracts

PPM 523-6 Policy [pdf format]

AUTHORITY TO SOLICIT QUOTATIONS, RELEASE AWARD INFORMATION,
AND EXECUTE PURCHASE ORDER / CONTRACTS

      I.        REFERENCES AND RELATED POLICIES

 

                    A.        Systemwide Business and Finance Bulletin (BFB)

 

BUS 43

Materiel Management

 

                    B.        UCSD Policy and Procedure Manual (PPM)

 

10-5

Delegation of Authority, Supplement IX

523-2

Basic Purchasing Policy

523-3

University Planned Purchasing Program

523-5

How to Write a Purchase Requisition III.B.

 

    II.        POLICY

 

Only responses to requests for quotations solicited by a University Buyer are regarded as meeting the requirements for competition in purchasing. Any request for award information is to be referred to the campus Purchasing Manager.

 

Purchase orders / contracts or any purchase "agreement", "memorandum of understanding", "letter of intent", etc., may be executed only by those with specifically delegated authority.

 

   III.        PROCEDURE

 

                    A.        Acceptable Quotations

 

                                     1.        Department submits a Purchase Order Requisition, FO-2135, to the Purchasing Division. For sophisticated equipment, requisitioner may consult directly with a vendor representative for technical information and assistance in developing specifications. Requisitioner should allow adequate planning time to develop non-restrictive specifications and allow sufficient procurement lead time for the Purchasing Manager to obtain competitive quotations.

 

                                     2.        The Purchasing Manager shall:

 

                                                     a.        Assist requisitioner in developing sources of supply, if requested.

 

                                                    b.        Determine if the purchase is noncompetitive when item(s) is (are) designated "sole source" or "single source".

 

                                                     c.        Secure quotations in accordance with established purchasing procedures. A proposal (quotation) secured by the requisitioner or one submitted by an unsolicited vendor is not acceptable in lieu of solicitation by the Purchasing Manager.

 

                    B.        Release of Award Information

 

No information may be made available until after written notice of award has been sent to the successful bidder.

 

                                     1.        Any request for release of award information is to be referred to the campus Purchasing Manager.

 

                                     2.        The campus Purchasing Manager releases award information as directed in BUS-43.

 

                    C.        Execution of Purchase Orders / Contracts

 

Departments shall consult PPM 10-5, Supplement IX regarding delegation of authority to execute purchase transactions.