Is a purchase order required for all purchases? A requisition should be entered in Nexus and a signed purchase order issued prior to an order being placed with a vendor. Vendors should not provide goods or services without a signed purchase order.
When do I have to request quotes and formal bids? Three written quotes are required for purchases of $10,000-$99,999.99. A formal solicitation for Invitation for Bids (IFB’s) or Request for Proposals (RFP’s) are required for purchases of $100,000 and up.
What is the process for setting up a new vendor in Nexus? All requests for new vendors must be approved by the Director of Purchasing. Requests for new vendors should be submitted to Purchasing by means of a Vendor Add or Change form including a W-9 completed and signed by the vendor, vendor info form, and justification for requesting a new vendor.
What is the process for moving equipment from one location to another? An Equipment Transfer Form must be completed and signed by the requesting department’s supervisor and forwarded to the Director of Purchasing for approval before any furniture and/or equipment will be moved from one office or building to another. This does not guarantee that a transfer will be approved.
Who is authorized to sign a contract on behalf of the college? The President and all Vice Presidents have signing authority on behalf of the college. Staff and faculty members have no authority to obligate Central Arizona College in any contractual matter or sign an agreement.
Can I Email or Fax a purchase order? Most purchase orders are Emailed back to the requester so they can place their own orders. The Purchasing Department should be notified when a requester or a vendor has special requirements for sending a purchase order.