Purchasing

 

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Northern Arizona University
Purchasing Policy and Procedure

Index
A | B | C | D | E | F | G | H | I | J | K | L | M | N |
O |P | Q | R | S | T | U | V | W | X | Y | Z


A

Accepting bids or proposals

502.02

Advertising for bids

501.01

Agreement for Independent Contractor Services

406     

Analysis of costs

304.03

Anti-kickback policy

105     

APTAN

306.01

Arizona Procurement Code

201     

Associate Provost

504.01

Audits

Departmental Purchase Orders (PD's)

304.05

Authority

Contracts
Procurement
Vendor Selection

203     
202     
502.01

Automobiles, University

Transportation Services

302     

Awarding contracts

502.03

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B

Bids and bidding

(See also Proposals.)
Accepting/rejecting
Advertising for bids
APTAN
Bid waiver
Bonds
Bid security
Performance and payment
Competition requirements
Competitive sealed bids
Waiving bidding
Cost guidelines
Costs exceeding $50,000
Costs less than $50,000
Information, public and proprietary
Requests for Quotations (RFQ's)
Late bids
Multiple award contracts
Non-responsive bids
Requests for Proposals (RFP's)
Single source bids
Withdrawing bids


501.02
501.01
306.01
304.02, 306.02

501.02
501.02
501.01
306.01
304.02, 306.02

306.01
305     
107     
106, 306.01
502.02
502.03
502.02
106, 502.02, 502.03
304.02
501.02, 502.02

Blanket orders

304.04

Bonds

Bid security
Payment and performance

501.02
501.02

Book purchases

403     

Bookstore

303     

Business card orders

302     

Business, small or disadvantage

503    

Buyers' bidders lists

501.01

Buying for University employees

103     

Buying from University employees

102     

Buying goods and services (See Procurement)

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C

Campus goods and services

302     

Capital Equipment

408     

     

Change orders

307.03

Chemistry stockroom

302     

Claims for damaged merchandise

601.02

Code of Ethics

101     

Committing University funds

201     

Commodity assigned to buyers

006     

Competition requirements (See Bids and bidding; Proposals)

Competitive sealed bids (See Bids and bidding)

Computing Technologies

302     

Conduct standards

101 - 107

Conflict of Interest

102     

Consortium contracts

502.05

Consultants to the University
(See Independent contractors)

Contractors
(See Contracts; Bonds, payment and performance)

Contracts

Authority
Awarding
Blanket orders
Clauses
Buy out
Funding out
Unacceptable
Consortium
Cooperative
Educational and Institutional Cooperative Service
Forms
General Service Administration
Installment purchases
Modifications
Multiple awards
Negotiated purchases
Order changes
Payment and performance bonds
Personal or professional services
Small or disadvantaged business
State
Time span

203     
502.03
304.04

206     
206     
504.02
502.05
502.05
502.05
504.02
502.05
206     
307.03
502.03
502.03
307.03
501.02
406, 504.02
503.00 
502.04
504.01

Convenience blanket order

304.04

Cooperative buying associates

502.05

Copy centers

302     

Cost analysis

304.03

Cost guidelines

Bidding requirements

305, 306.01

Credit memos for returned merchandise

601.03

Customs and customs brokers

405     

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D

Damaged shipments

601.02

Definitions

Terms used in this manual

005     

Demonstration equipment

502.06

Departmental Budgets

Authority for funding

202     

Departmental Purchase Orders (PD's)

304.05

Directory, Purchasing

006     

Disadvantaged Small Business

503.00   

Discounts

University employees

103     

Disposal of University property

206     

Duplicate shipments

601.02

Duplicating Services (See Creative Communications)

Duration, contracts

504.01

Duty-free entry for foreign purchases

405     

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E

Educational and Institutional Cooperative Service

502.05

Emergency procurement

307.01

Employees, University

Personal purchases
Purchase reimbursements
Purchasing from
Vendor discounts
103, 702.01
304.05
102, 103, 304.05
105     

Encumbering funds

201     

Entry permits for foreign purchases

405     

Equipment

Demonstrations
Loans
Procurement
Advertising for bids
Installment purchases
Leasing vs. buying
Shipping/receiving
Used equipment
Trade-ins

502.06
502.06

501.01
206     
205     
601.01, 601.03
404     
206     

Ethics, Code of

101     

Ethics in purchasing and procurement

105     

Evaluation Committee, Proposal

306.01

Exclusive Contracts

304.08

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F

Faculty

Personal purchases
Purchase reimbursements
Vendor discounts

102, 702.01
304.05, 105

Federal taxes

602.01

Fiscal year

Purchasing near year-end

307.02

Food purchases

408     

Food services

302     

Foundation, NAU

104     

Funds, University

Committing
Sources

202     
201     

    

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G

General Service Administration (GSA)

502.05

Gifts and gratuities from vendors

104     

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H

Hazardous materials

410     

Radioactive materials

402     

Honoraria

304.05, 406

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I

Imported goods

405     

Independent contractors

Advertising for bids
Contract forms
Personal or professional
Procuring services

501.01
406     
406     
406     

 

Index

003.00    

Information

Public and proprietary

107     

Installment purchases

206     

Intent to procure goods/services

106     

Introduction

004     

Inventory, fixed assets

701     

Invoices

Reporting merchandise receipt

601.01

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J

Justification for sole source procurement

304.02

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K

Kick-backs, policy regarding

105     

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L

Lease purchase

005, 202, 205, 206, 701

Lease equipment

205     

Leasing off-campus property

201, 205, 412, 701

Legal services

406     

Library book purchases

302     

Life cycle costing

502.03

Live animals for research

401     

Loan equipment

502.06

Local taxes

602.01

Low-value purchases

Blanket orders
Cost analysis
Departmental purchase orders
Reimbursement to individuals

304.04
304.03
304.05
304.05

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M

Mail services

302     

Maintenance services

302     

Media Systems, Library

302     

Merchandise, receiving

601.01

Minority business

503.00 

Missing shipments

601.02

Multiple contract awards

502.03

Multiple year contracts

205, 504.01

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N

Negotiated purchases

502.03

Sole source bid waiver

304.02

Networking and Telecommunication Services

302     

Newspaper advertising

501.01

Non-responsive bids

502.02

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O

Off-campus goods and services

301, 302

Off-campus property leases

412     

On-campus goods and services

302     

Orders (See Procurement; Purchase requests)

Organizational chart, Purchasing

  

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P

Partial shipments

601.01

Payment bonds

501.02

Payments

Installment purchases
Prepayment of purchase order contracts

206     
602.02

Performance bonds

501.02

Periodical publications

403     

Personal or professional services

406     

Personal purchases

103     

Philosophy, University Purchasing and Procurement

004     

Prepayments

602.02

Price information and guidelines

Bidding requirements
Cost analysis
Intent to procure
Proposals

305     
304.03
106     
106     

Printing Services, University
(See also Creative Communications)

302     

Printing, Purchase of printing services

409     

Procurement

Authority
Bids (See Bids and bidding)
Contracts (See Contracts)
Cost analysis
Blanket orders
Purchase orders/checks
Reimbursing individuals
Emergency
Fiscal year-end
Foreign
Information to vendors
Installment purchases
Off-campus
On-campus
Payments
Processing
Blanket orders
Changes in purchase orders
Receiving
Regulations
Reimbursements
Sole source
Special approvals
Unauthorized
Vendors (See Vendors)

202     


304.03
304.04
304.04
304.05
307.01
307.02
405     
501.01
206     
301, 304.01
301, 302
602.02     

304.04
307.03
601.01
201     
304.05
304.02
202     
201     

Professional or personal services
(See also Independent Contractors)

406     

Prohibited gifts and gratuities

104     

Property, University

Surplus
Trade-ins
Transferring

302     
206     
206     

Property Administration Office

206     

Property leases, off-campus

412     

Proposals

Advertising and public notice
Competitive sealed
Acceptance/rejection
Costs exceeding $50,000
Evaluation committee
Requests for proposals (RFP's)

501.01

502.02
306.01
306.01
005, 106

Proprietary information

107     

Public information

107     

Public posting

Requests for Quotations (RFQ's)
Requests for Proposals (RFP's)

106     
106     

Public relations

101     

Publication and production services, University

Creative Communications
University News and publications

302     
302     

Purchase orders

Changes
Contracts
Departmental (PD)
Prepayment

307.03
502.03, 304.05
602.02

Purchase requests

Goods and services
Off-campus
Process overview
Requisitions (RX's)

304.01
304.01
304.01
304.01

Purchases (See Procurement)

Purchasing Card

304.07 

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R

Radioactive materials

402     

Real Property leases

201, 205, 412, 701

Receiving report (RC)

601.01

Receiving shipments

Credit memos
Damage
Missing merchandise or shipments
Process overview
Reporting receipt
Returning merchandise

601.01
601.03
601.02
601.02
601.02
601.01
601.03

Recurring low-value purchases

304.04

Reimbursing individuals

304.05

Rejecting bids or proposals

502.02

Rejecting goods

601.02

Remote Interest of Procurement Officer

108     

Request to lease off-campus space

412     

Requests, purchase

Goods and services
Interdepartment
Off-campus requisitions (RX's)

304.01
303.00 
304.01

Requests for information

106     

Requests for Quotation
(See also Bids and bidding; Proposals)

306.01

Information to vendors
Intent to procure
Justifying sole source procurement
Notice
Advertising
Bidder's lists
Public posting

106     
106     
304.02

501.01
501.01
501.01

Requests for Proposals (RFP's)

106     

Restocking charges

601.03

Returning merchandise

601.03

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S

Sales between departments

   303.00

Sales taxes

602.01

Securities, Bonds

501.02

Services, on-campus

302     

Services, personal or professional

406     

Shipping and receiving

601.01

Shortages in shipments

601.02

Signature authority

202     

Single source bids

306.02

Small Business Program

    

Small Disadvantaged Business Program

    

Small orders

Departmental purchase order (PD)

304.05

Sole source procurement

306.02

Cost analysis

304.03

Solicitations
(See Requests for Quotation (RFQ's); Requests for Proposals (RFP's)

Special procurement approval

202     

Live animals
Food
Radioactive materials

401     
408     
402     

Staff, University

Personal purchases
Purchase reimbursement
Purchasing from

103,702.01
304.05
102     

Standard contract forms

504.02

State contracts

502.05

State Purchasing Office

502.05

State Taxes

602.01

Subscriptions to periodicals

304.05, 403

Supplies (See also Procurement; Receiving shipments)

Blanket orders
Sources
Bookstore

304.04
302     
302     

Surplus Property, University

302, 702.01

Acquisition
Disposal
Lost and Found

702.01
702.01
703.00

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T

Table of Contents

001     

Taxes

City of Flagstaff, sales
Federal excise
Personal property
Sales
Use

602.01
602.01
602.01
602.01
602.01

Telecommunication Services, Networking and

302     

Time span, contracts

504.01

Trade-ins, property

206, 702.02

Transferring property

206, 701

Transportation Services

302     

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U

Unauthorized procurement/agreements

202     

University News

302     

Use taxes

602.01

Used equipment

404     

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V

Vendors (See also Bids and bidding)

Bidder's lists
Contracts
Awards
Forms
Departmental Purchase Orders (PD's)
Disadvantaged business
Discounts to University employees
Foreign source
Gifts from
Off-campus
On-campus
Relations with
Responsibilities to
Selection
Small business

501.01

502.03
504.02
304.05
503     
103     
405     
104     
301, 304.01, 304.05
302     
101     
101, 106
502.01
503     

Vice Presidents/Associate Provosts, University

Bid waiver
Signature authority

306.02
203     

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W

Waiving bidding requirements

304.02, 306.02

Withdrawing bids

502.02

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Y

Year-end purchases

307.02

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