|
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 |
|
|
|
302 |
|
|
|
|
Awarding
contracts |
|
502.03 |
|
|
|
|
|
|
|
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) |
|
|
|
|
|
|
|
|
|
|
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 |
|
|
|
305, 306.01 |
|
|
|
|
Credit
memos for returned merchandise |
|
601.03 |
|
|
|
|
Customs
and customs brokers |
|
405 |
|
|
|
|
|
|
|
D |
|
|
|
|
Damaged
shipments |
|
601.02 |
|
|
|
|
Definitions |
|
|
Terms
used in this manual |
|
|
005 |
|
|
|
|
Demonstration
equipment |
|
502.06 |
|
|
|
|
Departmental
Budgets |
|
|
|
202 |
|
|
|
|
Departmental
Purchase Orders (PD's) |
|
304.05 |
|
|
|
|
Directory,
Purchasing |
|
006 |
|
|
|
|
Disadvantaged
Small Business |
|
503.00 |
|
|
|
|
Discounts |
|
|
|
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 |
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
F |
|
|
|
|
Faculty |
|
|
Personal
purchases |
|
Purchase
reimbursements |
|
Vendor
discounts |
|
|
102, 702.01
304.05, 105 |
|
|
|
|
Federal
taxes |
|
602.01 |
|
|
|
|
Fiscal
year |
|
|
|
307.02 |
|
|
|
|
Food
purchases |
|
408 |
|
|
|
|
Food
services |
|
302
|
|
|
|
|
Foundation,
NAU |
|
104 |
|
|
|
|
Funds,
University |
|
|
|
202
201 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
G |
|
|
|
|
General
Service Administration (GSA) |
|
502.05 |
|
|
|
|
Gifts
and gratuities from vendors |
|
104 |
|
|
|
|
|
|
|
H |
|
|
|
|
Hazardous
materials |
|
410
|
|
|
|
402
|
|
|
|
|
Honoraria |
|
304.05, 406 |
|
|
|
|
|
|
|
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 |
|
|
|
107 |
|
|
|
|
Installment
purchases |
|
206 |
|
|
|
|
Intent
to procure goods/services |
|
106 |
|
|
|
|
Introduction |
|
004
|
|
|
|
|
Inventory,
fixed assets |
|
701 |
|
|
|
|
Invoices |
|
|
Reporting
merchandise receipt |
|
|
601.01 |
|
|
|
|
|
|
|
J |
|
|
|
|
Justification
for sole source procurement |
|
304.02 |
|
|
|
|
|
|
|
K |
|
|
|
|
Kick-backs,
policy regarding |
|
105
|
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
N |
|
|
|
|
Negotiated
purchases |
|
502.03 |
|
|
|
304.02 |
|
|
|
|
Networking
and Telecommunication Services |
|
302 |
|
|
|
|
Newspaper
advertising |
|
501.01 |
|
|
|
|
Non-responsive
bids |
|
502.02 |
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
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 |
|
|
|
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
|
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
U |
|
|
|
|
Unauthorized
procurement/agreements |
|
202 |
|
|
|
|
University
News |
|
302 |
|
|
|
|
Use
taxes |
|
602.01 |
|
|
|
|
Used
equipment |
|
404 |
|
|
|
|
|
|
|
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 |
|
|
|
|
|
|
|
W |
|
|
|
|
Waiving
bidding requirements |
|
304.02, 306.02 |
|
|
|
|
Withdrawing
bids |
|
502.02 |
|
|
|
|
|
|
|
Y |
|
|
|
|
Year-end
purchases |
|
307.02 |
|
|
|
|
