Policies and Procedures

The Purchasing Department provides the University community with the efficient procurement of goods and services and ensures maximum value for the dollars spent.  The Purchasing Department is responsible for ensuring that all purchases of goods and services are made in accordance with UNC Procurement Rule, Fiscal Rule, Board Policies, and if applicable, State and  Federal policies. All purchases, regardless of funding source, are subject to the same policies.

  • Dollar Threshold Purchasing Guide

    PURCHASES: $9,999 or less

    (Including applicable shipping):

    • External Purchases:  May use UNC VISA or check request
    • Internal Purchases:  Must use Electronic Internal Order (“EIO”) system.

    PURCHASES: $10,000 or greater

    Goods (Including applicable shipping)

    • $10,000 through $24,999:
        • Must be encumbered as a Purchase Order prior to placing the order with the contractor (Fiscal Rule)
        • May be processed at the discretion of the department
    • $25,000 or greater:
        • Contact Purchasing Department, 351-2287, as soon as the need for the purchase arises.
        • Requires solicitation process.
        • Must be encumbered as a Purchase Order prior to placing the order with the contractor (Fiscal Rule)

    Services

    • $10,000 through $49,999:
        • Must be encumbered as a Purchase Order prior to placing the order with the contractor (Fiscal Rule)
        • May be processed at the discretion of the department.
    • $50,000 or greater:
        • Contact Purchasing Department, 351-2287, as soon as the need for the purchase arises.
        • Requires solicitation process.
        • Must be encumbered as a Purchase Order prior to placing the order with the contractor (Fiscal Rule)

    PLEASE NOTE: ANY PURCHASE AT OR EXCEEDING $10,000 WITHOUT A PURCHASE ORDER IN PLACE IS A FISCAL RULE VIOLATION AND MAY SUBJECT THE PURCHASER TO PERSONAL LIABILITY. PLEASE SEE FISCAL RULE VIOLATIONS FOR FURTHER INFORMATION.

  • How to Place an Order

    For purchases under $10,000, you may directly place your order with the contractor using your UNC VISA or by submitting a check request to Accounts Payable once the invoice arrives.

    For all purchases at or exceeding $10,000, a purchase requisition is required prior to the purchase being made.  To generate both Regular and Standing Purchase Orders, please complete a Purchase Requisition form. Use a Purchase Requisition form to initiate the purchase of goods or services. The Purchase Requisition must be signed by the person in your department that has FOAP authority to approve the requisition and begin the purchasing process.

    Once the Purchase Requisition is completed and signed by the FOAP approving official, you may forward it to Purchasing in the following ways:

    • Upload the Purchase Requisition into Xtender, “Purchasing- Requisitions Only” routing status;
    • Email the Purchase Requisition to purchasing@unco.edu;
    • Send it in campus mail to CB 61; or
    • Hand deliver it to Purchasing and Contracts Department, Carter Hall 1002.

    Once it has been received, the purchasing agent will complete the purchase order process.

    The purchase order is the official and binding document issued to the contractor authorizing the expenditure of University funds for goods and services.

    Regular Purchase Orders are used for a one-time purchase of goods or services that is expected to result in one payment.

    Standing Purchase Orders are used when a department expects to make repeated purchases of goods or services over an extended period of time.  Multiple payments may be made against the PO.  All Standing Purchase Orders will be closed at the end of each Fiscal Year.  Should you need to renew your Standing Purchase Order, you must complete the Standing Order Transfer Form and return it to the Purchasing Office by May 31st of each year.   

  • Fiscal Rule Violations

    A Fiscal Rule Violation, also known as a Statutory Violation or After the Fact Purchase, is incurred when an order is placed for $10,000 or more, including shipping, prior to a Purchase Order being established.  Without ratification (approval), a Fiscal Rule Violation will result in personal liability for the person placing the order without the purchase order.

    Should your school or department incur a Fiscal Rule Violation, you will be required to complete the Fiscal Rule Violation and Ratification Form prior to any payments being made to the vendor.  This form requires the signatures of the party responsible for the violation, the school or department director’s signature, and the signature of the College Dean or area AVP.  Once all signatures have been obtained, the form, along with a signed purchase requisition, needs to be sent to the Purchasing Office at Campus Box 61.  At that time, the violation will be reviewed and, if approved, ratified by the Chief Procurement Officer, the Controller, and the CFO.

    A second (or more) violation in a rolling 12 month period, will also require the signature of your area Vice President on the Fiscal Rule Violation and Ratification form  prior to ratification.

  • Bidding Process

    Purchases of goods costing more than $24,999 or services costing more than $49,999, require that a solicitation process be completed.  We recommend that if you anticipate a purchase will exceed the bid threshold, that you contact the Purchasing Department as soon as the need for a purchase arises.

    The Purchasing Agent will determine the type of solicitation that will be used.

  • Exceptions to the Bidding Process

    Sole Source

    When there is only one source from which to purchase a good or service, bidding may not be required. If you believe that your purchase meets this definition, please complete a Sole Source Justification and submit it to the Purchasing Office for approval.  The determination of whether a good or service meets the requirements to be approved as a sole source rests solely with the Purchasing Office

    Orders Based on Existing Bids

    If the good or service is part of an active bid award (the bid was awarded in the last year or the University exercised its right to renew a bid award), then you may reference the Bid Number on your Requisition and a new bid will not be required.

    Exempted Items

    There are 16 exclusions to the requirement that a bid be issued for the purchase of a good or service.  These exclusions are:

    1. No University funds, including Agency funds, are expended or the Contract is Revenue-Producing.  The University shall maximize the return to the University when Revenue-Producing Contracts are involved.   However, in the case of Revenue-Producing Contracts for which the University is considering more than one vendor, the Purchasing Department will use a competitive process.

    2. The Procurement is for Construction, as those Procurements are governed by State Procurement Rules.

    3. The Procurement is between the University and a Public Entity.

    4. The Procurement is for Services provided by architects, engineers, landscape architects, industrial hygienists and land surveyors. (See C.R.S. §§ 24-30-1401 through
    24-30-1407.)

    5. A vendor's item is procured for Resale.  This exclusion, however, does not apply to items procured for resale to other University departments.

    6. The Procurement of Services from a specific vendor is necessary to comply with the specific terms and conditions of a sponsored project grant or contract.

    7. The Procurement is for an employment contract.

    8. The Procurement is for land, an interest in land or other real property, water or mineral rights, workers compensation insurance, or employee benefit insurance or the administration of employee benefit insurance under a self-insured plan.

    9. Books and materials, including electronic materials purchased for the University’s library collection.

    10. Hotel and airfare expenses.  When purchasing these services, the purchaser should obtain the Best Value for the University.  (Note, all contracts for travel related purchases must still be reviewed and approved by the Purchasing & Contracts Department).

    11. The Procurement is for water, gas, electric, and customary telephone services, which are routinely purchased by the University.

    12. The Procurement is for legal services approved by the University’s General Counsel.

    13. The Procurement is for used or pre-owned equipment or vehicles, provided that the Purchasing Agent has determined that competition is not practical or would not be advantageous to the University.

    14. The Procurement is for dues and/or memberships.

    15. The Procurement is for software license renewals, software maintenance, or upgrades to existing software used by the University.

    16. The Procurement is for advertising such as in a newspaper, magazine, television commercial, radio advertisement, outdoor advertising, indoor display, social media, or other media outlet where the University brand or programs are being advertised to a specific consumer segment.

  • University Campus-Wide and State-wide Contracts

    The following goods and services were bid as part of an overall University solicitation.  Purchases of goods or services from these contractors do not require further solicitation.  Purchases under $10,000 may be made on a UNC VISA or paid by check request.  Purchases at or exceeding $10,000 will still require a purchase requisition prior to purchase. 

    Computers

    Contact IM&T Technology Center, 351-4357
    Technology Purchasing Guidelines are now available.

    Copy Machines

    RICOH USA, INC
    Contact: Beverly Dinges
    Email: Beverly.dinges@ricoh-usa.com
    1600 Specht Point Drive #119
    Fort Collins, CO 80525
    Tel: 970-482-8830 ext. 13
    Fax: 970-493-0368
    Cell:  970-310-3838

    Printers

    Contact Tiffany Wood, IM&T, 970-351-1364

    Office Furniture

    Contact Cristal Swain, 970-351-2472 or Mary Jantz, 970-351-2288
    Approved manufacturers:

    • Global Total Office, National Office Furniture, Hon, Allsteel, and Steelcase
    • Classroom furniture may also be purchased from Virco Manufacturing.
    Office Products/Peripheral Technology/Toner

    Office Depot
    Website: https://business.officedepot.com
    Contact: Maureen Keiser, Account Manager
    Email: maureen.keiser@officedepot.com
    5280A Joliet St.
    Denver, CO 80239
    Phone: 303-375-3340 x 2079
    Fax: 561-438-8838 

    Printing Services

    Contact University Relations, 351-2331

    Promotional Items
    T-Shirts/Apparel

    Victory Sales, Inc.
    Contact: Paul Schultz
    Email: info@VictorySalesInc.com
    P.O. Box 336036
    Greeley, CO 80633-6036
    Phone:  970-351-0131
    Cell:   970-381-2654
    Fax: 970-351-7285

    Buses
    • Ace Express Coaches
      Contact: Beth Kautzman
      Email: bkautzman@aceexpesscoaches.com
      14000 West 44th Ave
      Golden, CO 80403
      Phone: 303-421-2780 x 106
      Fax: 303-271-9509

    • Arrow Stage Lines
      Contact: Sheri Kite
      Email: Sheri@arrowstagelines.com
      12295 E. 37th Avenue
      Denver, CO 80239
      Phone: 303-373-9119 ext. 114

    • Herrera Coaches, Inc
      Contact: Steve Herrera
      Email: Steve.herrera@yahoo.com
      10605 Central Ave NW
      Albuquerque, NM 87121
      Phone:  505-242-1108
      Fax: 505-242-1125

    • Ramblin Express
        • Contact: Todd Holland
          Email: todd@ramblin.com
          Phone: 303-572-8687 x 100
        • Diane Vigil
          Email: diane@ramblin.com
          Phone: 303-572-8687 x 122
          5401 East 48th Ave
          Denver, CO 80216
          Fax: 303-575-4921
    • Altitude Transportation/ NOCO Party Bus
      Contact: Shane A Belcher
      Email: shane@nocopartybus.com       
      Email: info@nocopartybus.com
      2409 Palomino Drive
      Fort Collins, CO 80525
      Phone: 970-235-0690
    Temporary Employment Services

    Express Personnel Services
    2711 W 10th Street
    Greeley Colorado 80634-5422
    Phone: 970-353-8430

    Rental Cars

     Please see UNC Travel site, Ground Transportation

    Lodging Discounts

    Please se UNC Travel site, Lodging Discounts

    Parking Discounts

    Please see UNC Travel site, Parking Discounts

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