SECTION 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 910.40 Rush Purchase Requisitions
Departments ARE NOT authorized to 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 the MSU-PD. Exceptions are identified in Section
300 of this manual. Departments must submit a Purchase Requisition to
The MSU-PD is required to use the Competitive Sealed Bid or Competitive Sealed Proposal process for all purchases with an estimated TCV exceeding $25,000. The only exceptions are an approved Sole Source Procurement or orders issued on State Term Contracts. For purchases with a total contract value over $250,000, the MSU-PD will submit a State Requisition to the SPB, unless otherwise stated in the Procurement Delegation Agreement. When certain conditions occur, the MSU-PD will seek a one-time delegation approval to purchase the supply or service on behalf of the University.
The MSU-PD will incorporate the "Standard Terms and Conditions MSU-Bozeman - Purchases over $25,000" to the resultant contract, see Appendix AB.
The Purchase Requisition (PD-1) is a 3-part form that must be completed and submitted to the MSU-PD, see Appendix A. Instructions for completing the form are located on the back of the PR. Upon receipt, the MSU-PD will review the PR 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, the MSU-PD will prepare a "Correction Notice" (Form PD-6) and return the PR to the Department for correction.
NOTE: In the event the Department previously obtained written bid(s) prior to submitting the Requisition to the MSU-PD, all bids must be attached to 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 PR 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. MSU Legal Counsel is developing a policy on signature authority and delegation of signature.
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 Microsoft Word or Excel document 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 the MSU-PD. This will ensure that the specifications and/or statement of work are properly captured in the solicitation and the contract.
Purchasing forms are available from the MSU-PD. Commonly used forms are available on-line at: http://www.montana.edu/wwwbu/purchasing/policy.html.
Purchase Requisition Approval Process: see Appendix E and
Departments retain the yellow copy of the Purchase Requisition and forward the original (white) and second (green) copy to the MSU-PD. Departments are responsible for routing the PR through appropriate management to and obtain proper signatures.
The MSU-PD will annotate the PR number and log number on the green copy of the PR and return it to the Department via campus mail.
1. Label the Purchase Requisition "RUSH".
2. Hand-carry a typed Purchase Requisition to the MSU-PD. Ensure that the Requisition includes the proper approvals/signatures.
3. Attach a written explanation of the urgency to the Requisition.
4. The MSU-PD will obtain bids from suppliers and immediately issue a Purchase Order. Suppliers will be requested to expedite delivery. Award will be made to the lowest bidder who meets the specifications and required delivery date.
5. If a local supplier does not have access to a facsimile machine, contact the MSU-PD for further instructions.