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Northern Arizona University
Purchasing Policy and Procedure

Index

Introductory Material - 003

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

 

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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
Back to the Top
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 $35,000
Costs less than $35,000
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 302     
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)
Back to the Top
C
Campus goods and services 302     
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     
Back to the Top
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     
Back to the Top
E
Educational and Institutional Cooperative Service 502.05
Emergency procurement 307.01
Employees, University
Personal purchases
Purchase reimbursements
Purchasing from
Vendor discounts
103, 304.06, 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
Back to the Top
F
Faculty
Personal purchases
Purchase reimbursements
Vendor discounts
102, 304.06, 702.01
304.05, 105
Federal taxes 602.01
Fiscal year
Purchasing near year-end
307.02
Food purchases 408     
Food services 302     
Forms
Bid Waiver
Delegation of Authority
Departmental Certification
Equipment on Loan/Demonstration
Honorarium/Stipend
Independent Contractor Request (ICR)
Interdepartmental Billing
Property Control Authorization
Proposal Evaluation Committee
Return Request
Sole Source
Stores Order Form
Surplus Property Fee Schedule Worksheet
Transfer of Funds
Unauthorized Commitment of University Funds
Vendor Claim
Foundation, NAU 104     
Funds, University
Committing
Sources
202     
201     
    
Back to the Top
G
General Service Administration (GSA) 502.05
Gifts and gratuities from vendors 104     
Back to the Top
H
Hazardous materials 410     
Radioactive materials
402     
Honoraria 304.05, 406
Back to the Top
I
Imported goods 405     
Independent contractors
Advertising for bids
Contract forms
Personal or professional
Procuring services
501.01
406     
406     
406     
Information
Public and proprietary
107     
Installment purchases 206     
Intent to procure goods/services 106     
Interdepartmental
Purchase request
303.00    
Introduction 004     
Inventory, fixed assets 701     
Inventory, Stores 304.06
Invoices
Reporting merchandise receipt
601.01
Back to the Top
J
Justification for sole source procurement 304.02
Back to the Top
K
Kick-backs, policy regarding 105     
Back to the Top
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
Back to the Top
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
Back to the Top
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
Back to the Top
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   
Back to the Top
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
304.02
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 $35,000
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)
Interdepartmental
Prepayment
307.03
502.03, 304.05
303.00 
602.02
Purchase requests
Goods and services
Interdepartment
Off-campus
Process overview
Requisitions (RX's)
304.01
303.00 
304.01
304.01
304.01
Purchases (See Procurement)
Purchasing Card 413     
Back to the Top
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
Recycling 703.00
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
Back to the Top
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, 304.06, 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
University Stores
Bookstore
304.04
302     
304.06
302     
Surplus Property, University 302, 702.01
Acquisition
Disposal
702.01
702.01
Back to the Top
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     
Back to the Top
U
Unauthorized procurement/agreements 202     
University News 302     
Use taxes 602.01
Used equipment 404     
Back to the Top
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     
Back to the Top
W
Waiving bidding requirements 304.02, 306.02
Withdrawing bids 502.02
Back to the Top
Y
Year-end purchases 307.02
Back to the Top