Section III: Requisitions


3.1000: Procedures

  • A requisition is required prior to the purchase of any good or service over $2000. Purchases under $2000 can either be ordered using a requisition or a purchasing card, assuming that the purchased item would not violate the purchasing restrictions placed on P-Card purchases.
  • Departments are requested to estimate the cost of materials as accurately as possible. If help is needed, Purchasing Services should be consulted.
  • The requisitioning department should request a reasonable delivery date, allowing time for bidding, and order processing.

3.2000: Submission of Requisitions

All requisitions should be submitted to Purchasing Services at least five (5) working days prior to the execution of the purchase order or bid process commencement.

3.3000: Sole Source Procurement

  • Utah State University abides by Section R33-3-401 of the Utah Administrative Code covering sole source purchases. A contract may be awarded for a supply, service, or construction item without competition when, under the rules and regulations, the Director of Purchasing Services or their designee, determine in writing that there is only one source.
  • Request for sole source procurement over $2,000 requires a written justification, mailed or faxed to the buyer prior to the placement of the purchase order. Sole Source justification forms are available from Purchasing Services or the Purchasing Services home page. http://www.usu.edu/purchasing/forms.

Department must describe why the product or products on the requisition should be considered for sole source classification.

The following are possible descriptions for sole source.

  • Only possible supplier. No equal products available.
  • Only source available to do specific work, including patented processes, specialized talents not available elsewhere, etc.

Price reasonableness. Describe and detail why the purchase should be considered based on price reasonableness.

  • If the product is a "state of the art" item and there is only one possible supplier, how does it compare in price to other similar products, but not equal to the product in question.
  • Indicate any discount from Manufacturer's suggested list price.
  • List published prices from catalogs, trade journals, brochures or other product listings, or similar publications. Sole source rationale.

Examples of circumstances which could necessitate sole source procurement are:

  • where the compatibility of equipment, accessories, replacement parts, or services is the paramount consideration.
  • where a sole supplier's item is needed for trial use or testing.
  • Procurement of items for resale.
  • Procurement of public utility services (see State of Utah rules and regulations R33-3-401.)

Sole source purchases under $2,000 may, as determined by the Purchasing Services buyer, be required to have sole source justification.

Single Source Described. Single source products are those products manufactured by a single manufacturer but sold by many suppliers. These products may not be considered sole source and bidding may be required.

3.4000: Emergency Procurement

Under Section 63-56-411 of the Utah Procurement Code, Utah State University adheres to the following definition of an emergency purchase:

"Notwithstanding any other provision of the chapter, when there exists a threat to public health, welfare, or safety under emergency conditions as defined in the rules and regulations, the chief procurement officer, the head of a purchasing agency, or a designee of either officer may make or authorize others to make emergency procurements; provided that emergency procurements shall be made with as much competition as practicable under the circumstances."

3.4100: Written Determination Required

"A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file".

3.4200: Scope of Emergency Procurement

Emergency procurement shall be limited to only those supplies, services, or construction items necessary to meet the emergency.

3.5000: Open (Standing) Orders

The use of Standing (Open) Purchase Orders is encouraged. Standing orders are used to reduce the number of requisitions submitted by departments on Banner.

Standing Orders under Banner will encumber funds that are on the requisition. It is in the best interest of a department's budget to not encumber all funds at the beginning of the Standing Order. Purchasing Services recommends no more than 25% of the expected funds usage be requested at the beginning of the Standing Order.

3.5100: Standing Orders Subject to Procurement Laws

All Standing Orders are required to follow the same procurement rules and regulations as regular requisitions. As with regular purchase orders, open orders must be bid if over the set dollar thresholds and if there is more than one source for the items required. If sole source is indicated, Purchasing must receive either a memo explaining in detail why the required items are only available through one source, etc., OR attach a completed sole source form available from the Purchasing Services website. http://www.usu.edu/purchasing/forms

3.5200: Not to be used to avoid bidding or rules and regulations

Open orders are not to be used to avoid the bidding process or University procurement Rules and Regulations. They are an extremely helpful method of procuring the same items over and over and should be used accordingly.

3.5300: Timeliness

Open orders that obligate state funds will be closed at the end of the fiscal year. Requisitions for open orders effective July 1 of the next fiscal year should be submitted to Purchasing Services the preceding April 30.

3.5400: Responsibility

The requesting department assumes responsibility for control and use of open purchase orders. Violations of this trust may result in the department losing its privilege to have open orders. Departments are responsible for providing to Purchasing the following information:

  • Individual name of responsible person
  • Restrictions or control imposed in the open order
  • Amount requested shall be established based on a demonstrated or documented need.

Open orders are issued by Purchasing Services.

Unless purchased on a State Contract, capital purchases are not allowed.

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