purchase requirements – materials management · 2019-04-10 · busco, dba arrow stage lines, dba...

Sep 2016

Contracts

All contracts, including any agreement requiring a signature on behalf of the University, will need to be

submitted to the Purchasing Department for approval prior to receipt of any goods or services.

1) Forward the contract or agreement to the DELTA Business Office for submittal to Purchasing.

2) The contract must include the contractor’s name, the contract value, and the beginning and

ending dates of the contract.

3) If requesting the competitive bid process to be waived, you will need to also include a Sole Source

Justification with the contract. Please refer to the purchasing department’s instructions for

completing a Sole Source Justification.

4) Once the contract/agreement has been reviewed and approved by the purchasing department,

you will be able to continue with ordering the goods or services. If for $5,000 or more, please

submit a requisition request to the DELTA Business Office for processing.

5) The University has some standard contracts available for use if needed.

6) Current employees, and in some cases even past employees, cannot be paid as Independent

Contractors. Please visit the Independent Contractor Checklist to determine if independent

contractor status is appropriate.

7) The approval process may take several days, so please specify if there is a time constraint involved.

Questions? Contact the DELTA Business Office at [email protected] or X5-4362

https://generalcounsel.ncsu.edu/legal-resources/contracts-library/mailto:[email protected]

Purchase Requirements – Materials Management

https://materialsmgmt.ofa.ncsu.edu/purchasing/purchase-requirements/[4/10/2019 12:07:03 PM]

Materials Management

Finance Division aMENU

Purchase Requirements

HonorariumsExpenditures for honorariums must be for payments to professional persons for servicesrendered where custom or propriety forbid the setting of fees. An honorarium is considered apayment or reward where the primary interest is to confer distinction on, or to symbolizerespect, esteem, or admiration for the recipient.

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Guidelinesi Honorariumsi Unauthorized Purchasesi Waiver of Competitive Bidding (Sole Source)i Federal Uniform Guidance – Procurement Updates

Unique Purchasesi Charter Bus and Limousine/Sedan Servicesi Design, Writing, and Print Servicesi Radioactive Chemical Material

NC State Home RESOURCES

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Unauthorized PurchasesAcquisition of products or services on behalf of the University requires approval before thepurchase is made. Approval is secured by using the NCSU MarketPlace, the purchasing card,or a requisition/Purchase Order. (See Before You Buy for purchasing methods.)

Approved purchasing processes ensure that all approvals are properly documented, theUniversity receives the lowest overall cost, and meets the requirements of University Policy,State and Federal Codes, and funding source guidelines. All purchases must be appropriate forUniversity use from a legally qualified supplier.

Confirming orders issued to suppliers or reimbursements made to an employee for anunauthorized purchase can be denied based on:

1. Use of an illegal or debarred supplier2. The purchase is judged to be inappropriate for University use

Process: The process for an unauthorized purchase depends on the dollar amount of theoriginal purchase, what was purchased, if an employee used personal funds to make apurchase or if a supplier performed on a request for products or services without a purchaseorder.

TYPE PROCESS

Employee reimbursements orConfirming Vendors, $4999 orless

i Initiate a financial system voucher to reimburse theemployee or pay the supplier.

i Clearly define the item purchased and businesspurpose in the description field of the voucher dataentry page.

i Print the bar coded voucher cover page.i Scan bar coded voucher cover page and the original

itemized payment receipt or supplier invoice to thefinancial system.

https://materialsmgmt.ofa.ncsu.edu/purchasing/before-you-buy/



i The receipt should indicate the name of the personbeing reimbursed.

Employee reimbursements orconfirming vendor orders,above $4999

i Initiate a financial system confirming Requisition.i Include a detailed item description and the business

purpose of the purchasei Scan the supplier invoice or itemized receipt and add

the PDF file it as an attachment to the requisition.i Indicate that the requisition is confirming by checking

the “confirming order” box on the requisition dataentry page.

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Waiver of Competitive Bidding (Sole Source)NEW: If your sole source purchase is being paid with Federal Funds – see the sectionbelow.

Under certain conditions, if approved by the Purchasing Department, certain goods andservices may be purchased without competitive bidding. A memo provided by the requestermust be based on one of the following reasons contained in the NC Administrative Code:

1. Cases where performance or price competition are not available;2. Where a needed product or service is available from only one source of supply;3. Where emergency or pressing need is indicated;4. Where competition has been solicited but no satisfactory offers received;5. Where standardization or compatibility is the overriding consideration;6. Where a donation predicates the source of supply;7. Where personal or particular professional services are required;8. Where a particular medical product or service, or prosthetic appliance is needed;9. Where a product or service is needed for the blind or severely disabled and there are

overriding considerations for its use;



10. Where additional products or services are needed to complete an ongoing job or task;11. Where products are bought for “over the counter” resale;12. Where a particular product or service is desired for educational, training, experimental,

developmental or research work;13. Where equipment is already installed, connected and in service, and it is determined

advantageous to purchase it;14. Where items are subject to rapid price fluctuation or immediate acceptance;15. Where there is evidence of resale price maintenance or other control of prices, lawful or

unlawful, or collusion on the part of companies which thwarts normal competitiveprocedures;

16. Where the amount of the purchase is too small to justify soliciting competition or where apurchase is being made and a satisfactory price is available from a previous contract;

17. Where the requirement is for an authorized cooperative project with another governmentalunit(s) or a charitable non-profit organization(s);

18. Where a used item(s) is available on short notice and subject to prior sale.

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Federal Uniform Guidance – ProcurementUpdatesEffective July 1, 2018, all purchases using federal grant money must follow updated federalprocurement requirements. The intent of the new federal requirements is to increasecompetition and transparency in the procurement process.

The Uniform Guidance has limited the use of sole source procurements to four distinctjustifications. The most significant change to the sole source section of the Uniform Guidance isthat “continuity of research” is no longer an acceptable sole source.

The four justifications are:

1. Product/service is only available from a single source;2. Public Emergency Procurement3. Federal Awarding Agency Authorization (the awarding agency specifically authorizes a

non-competitive procurement after a written request from the non-federal entity);4. Inadequate competition after solicitation of multiple sources



These changes will result in increased scrutiny of all sole source justifications. For moreinformation, click here.

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Charter Bus and Limousine/Sedan ServicesI. WHO USES CHARTERED BUS AND LIMO/SEDAN SERVICES AT NC STATE?Any department who has a travel need for a group of people. This may include departmentswho schedule field trips for students, taking the band to perform at football games or providingservices for a group or individual(s) to travel between locations on or off campus.

II. SMALL PURCHASE VS. PURCHASE ORDERTravel needs that fall under the $5,000 threshold may be processed and payment renderedusing a voucher. Only vendors that have met the University’s insurance requirements may beused. Please see “List of Approved Vendors” below. If the vendor requires signing of anagreement of any kind, you must send this to Purchasing Contract Management to be reviewedfor signature. Do not sign any type of agreement without consulting Purchasing.

Any request for services over $5,000 must be processed by entering a purchase requisition intothe automated system. Purchasing will then seek competitive bids and issue a purchase orderfor services.

III. LIST OF APPROVED VENDORS (with demonstrated University Insurance requirements)

ABC World Charters125 Timber Drive Suite 102Garner, NC 27529Phone: (919) 307-4505Email: [email protected]: www.abcbusnc.com/

Academy Bus2020 S Briggs Ave.Durham, NC 27701Phone: (800) 222-4793 or (919) 688-1230Fax: (919) 688-5305

https://materialsmgmt.ofa.ncsu.edu/files/2018/08/Federal-Uniform-Guidance-Procurement-Updates.pdfmailto:[email protected]://www.abcbusnc.com/



Email: [email protected]: www.academybus.com

All Aboard America230 S. Country Club Dr.Mesa, ArizonaPhone: (800) 848-4728Fax: (480) 222-6961Email: [email protected]: www.allaboardamerica.com

Bliss Charters1415 Sandusky StreetFostoria, OH 44830Phone: (419) 435-7144Fax: (412) 351-5818Email: [email protected]: www.bliss-charters.com

Blue Diamond Transportation133 Southcenter Court, Suite 1100Morrisville, NC 27560Phone: (919) 772-9595Fax: (919) 772-9509Email: [email protected]: www.bluediamondlimo.com

Busco, dba Arrow Stage LInes, dba Corporate Transportation ‘N Tours4220 South 52nd StOmaha, NE 68117Phone: (402) 738-3235Email: [email protected]: www.arrowstagelines.com

Carolina Livery2550 Bittersweet DriveDurham, NC 27703

mailto:[email protected]://www.academybus.com/mailto:[email protected]://www.allaboardamerica.com/mailto:[email protected]://www.bliss-charters.com/mailto:[email protected]://www.bluediamondlimo.com/mailto:[email protected]://www.arrowstagelines.com/



Phone: (919) 957-1111Fax: (919) 957-0411Email: [email protected] Web: www.carolinalivery.net

Champion Coach Inc145 Ben Hamby LaneGreenville, SC 29615Phone: (800) 583-7668Fax: (864) 284-9400Email: [email protected]: www.championcoach.com

Ecostyle Transportation1312-117 Kirkland RoadRaleigh, NC 27603Phone: (919) 890.3839Email: [email protected]: www.ecostyleusa.com

Emma Bus Line Company LLC1 Stoner RoadAsheville, NC 28803Phone: (828) 274-5719Fax: (828) 274-5521Email: [email protected]: www.emmabusline.com

First Student, Inc.600 Vine Street, Ste 1400Cincinnati, OH 45202Phone: (855-272-3222Email: [email protected]: www.firstcharterbus.com

Holiday Tours10367 Randleman Rd

mailto:[email protected]://www.carolinalivery.net/mailto:[email protected]://www.championcoach.com/mailto:[email protected]://www.ecostyleusa.com/mailto:[email protected]://www.emmabusline.com/tel:(855)%20272-3222mailto:[email protected]://www.firstcharterbus.com/



Randleman, NC 27317Phone: (336) 733-9011Fax: (336) 498-2204Email: [email protected]: www.trustholiday.com

James River Bus Lines: VIP & Celebrity Limousines Inc915 North Allen AvenueRichmond, VA 23220Phone: (804) 342-7300Fax: (804) 342-7373Email: [email protected]: www.JamesRiverTrans.com

Regal Coach Lines/D&J Coach Tours251 East 95th Street, #625Chicago, IL 60619Phone: (773) 994-0202Fax: (773) 994-0302Email: [email protected]: www.regalcoachlines.com

Southern Express1300 E Pettigrew St.Durham, NC 27701Phone: (919) 682-8767Fax: (919) 688-1648Email: [email protected]: www.southernexpress.com

T.R.Y. Inc dba Young’s Transportation843 Riverside Dr.Asheville NC 28804Phone: (828) 258-0084Phone: (800) 622-5444Email: [email protected]: www.youngtransportation.com

mailto:[email protected]://www.trustholiday.com/mailto:[email protected]://www.jamesrivertrans.com/mailto:[email protected]://www.regalcoachlines.com/mailto:[email protected]://www.southernexpress.com/mailto:[email protected]://www.youngtransportation.com/



IV. A REQUISITION MUST PROVIDE THE FOLLOWING ITEMS:Number of people travelingDestinationDeparture and Return DatesSpecial equipment needs: VCR, restrooms, galley, meeting space, etc.If an overnight trip is required – who will pay for driver’s room and who will make arrangementsfor driver’s reservations

V. THE BUS INSURANCE REQUIREMENTS

COVERAGE: During the term of the contract, the contractor, at its sole cost and expense, shallprovide commercial insurance of such type and with such terms and limits as may bereasonably associated with the contract. At a minimum, the contractor shall provide andmaintain the following coverage and limits:

WORKER’S COMPENSATION AND EMPLOYER’S LIABILITY- The contractor shall provideand maintain worker’s compensation insurance, as required by the laws of North Carolina, toalso include employer’s liability coverage with minimum limits of $500,000.00, covering allcontractor’s employees who are engaged in any work under the scope of this contract. If anywork is subcontracted, the contractor shall require the subcontractor to provide the samecoverage for any of his employees engaged in any work under the contract.COMMERCIAL GENERAL LIABILITY – Policy must include contractual coverage. Policy limitswill be:

$1,000,000 Per Occurrence$1,000,000 Aggregate$1,000,000 Personal and Advertising Injury

AUTOMOBILE – Automobile Liability Insurance: Limits required will be $5,000,000 peroccurrence as required by the Federal Motor Carriers Act. Coverage must include theuninsured motorists/underinsured motorists coverage.***NC State University must be named as additional insured on the auto liability policy.***

**This should be listed as: NC State University, c/o Purchasing Department, Campus Box 7212,Raleigh, NC 27695.**

REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material



obligation of the contractor and is of the essence of this contract. All such insurance shall meetall laws of the State of North Carolina. Such insurance coverage shall be obtained fromcompanies that are authorized to provide such coverage and that are authorized by thecommissioner of insurance to do business in North Carolina. The contractor shall at all timescomply with the terms of such insurance policies, and all requirements of the insurer under anyof such insurance policies, except as they may conflict with existing North Carolina laws or thiscontract. The limits of coverage under each insurance policy maintained by the contractor shallnot be interpreted as limiting the contractor’s liability and obligations under the contract.

It is agreed that the coverage as stated shall not be canceled or changed until thirty (30) daysafter written notice of such termination or alteration has been sent by registered mail to theuniversity Purchasing Department.

SUBCONTRACTING: While conducting business with a university department, the contractormay not subcontract any charter bus service to another vendor or subcontractor without firstobtaining permission from the University. Same insurance requirements of the contractor shallapply to any subcontracted charter bus service with proof of such insurance to be provided tothe University for pre-approval.

VI. LIMOUSINE/SEDAN SERVICESFor Limousines/sedans , the following insurance requirements are advised :

MOTOR VEHICLE (AUTOMOBILE) LIABILITY INSURANCE-Minimum Combined SingleCoverage Limits of no less than $1,500,000 per occurrence” when transporting 15 (Fifteen) orless passengers per insured vehicle. Minimum Combined Single Coverage Limits of no lessthan $5,000,000 per occurrence” when transporting 15 ( Fifteen) or more passengers perinsured vehicle.Motor Vehicle Liability Insurance , the University shall be included as an Additional Insured asto the operations and conduct of the Vendor as the Named Insured .. Please have this listed onthe COI as: NCSU, Purchasing, Campus Box 7212, Raleigh NC 27695.

GENERAL LIABILITY INSURANCE-Minimum Combined Single Coverage Limits of no less than$500,000 per occurrence

WORKERS COMPENSATION INSURANCE- Coverage Limits in accordance and whererequired by North Carolina General StatutesEvidence of such insurance coverage shall be provided to Purchasing prior to any business



operations with the University.

VII. VENDOR INFORMATION

1. The NC State Purchasing department posts all quotes/bids with an anticipated dollar valueover $5000 on the State of North Carolina Interactive Purchasing System (IPS) Web:site(http://www.ips.state.nc.us/ips).

Vendors who are not registered on this site may do so at anytime.

Vendors who are registered on the state’s IPS Web:site receive automatic e-mail notificationwhen a quote/bid is posted for their registered commodity code. It is the vendor’s responsibilityto visit the Web:site and to obtain a copy of the quote/bid. Quotes/bids should be read in theirentirety and all pricing, responses and documentation filled out and returned as requested inthe document, to the NC State Purchasing department by the date and time stated.

2 Each time a vendor responds to quotes/bids for Chartered Services they must either verifywith the NC State Purchasing department that a current certificate of insurance is on file orinclude the certificate of insurance in their quote/bid packet. This will remain the vendor’sresponsibility to verify or provide this information. If there is a question regarding whether yourcertificate of insurance is on file, you should contact the Purchasing Agent listed on thequote/bid. Vendors should not assume that a current certificate of insurance is on file with thePurchasing department. Quotes/bids will be rejected if current certificates of insurance are noton file or not received with the quote/bid packet. The NC State Purchasing department acceptsno responsibility for inadequate insurance documentation.

3. The Charter Vendor Approved List(http://www7.acs.ncsu.edu/materialsmgmt/purchasing/guidelines/requirements/charter.htm) ismaintained primarily for NC State departments requiring services below the dollar amountrequired for formal competition. This alleviates the department having to verify insurance everytime service is required. Vendors may be added to the list one of two ways. When a formalquote response is received from a vendor with the required certificate of insurance meeting NCState University’s insurance requirements, that vendor will automatically be added to the list. Avendor may also be added at any time by supplying the NC State Purchasing Department withproof of the required insurance and requesting to be added.

4. It is the vendor’s responsibility to maintain the coverage minimums as stated above and tohave NC State named as additional insured on the auto liability policy. This insures that the



insurance company will send the Purchasing department any termination notices and new orrenewed policies automatically.

Vendors whose insurance policies expire will be removed from the Approved Vendor list. If anew policy is received and confirmed by NC State’s Risk Management department to have allof the required insurance coverage, the vendor will be added back to the Approved Vendor List.It is the vendor’s responsibility to ensure that coverage minimums (as defined above in SectionV) are reflected on the insurance form, and that the form is on file in the NC State Purchasingdepartment.

For questions regarding Chartered Services, contact Blain Woods at 919-515-6885 [email protected].

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Design, Writing, and Print Services1. As per the division of Purchase and Contract Purchasing Manual, “Competition is the

cornerstone around which public contracting is built. In its best form, it is a mirror of a freeand open economy. N.C.’s purchasing program is built on the principle of competitivebidding. Where it is not sought, or obtained, the reason must be valid and must bedocumented.”

2. Writing and design services: There are no state contracts for writing or design services.Competition is to be sought whenever possible, and the process is administered byPurchasing, if the project cost is $5,000 and above.However, Purchasing acknowledges the difficulty associated with bidding these services. Adepartment is permitted to recommend a justifiable sole source. Each sole sourcerecommendation is evaluated based on merit. Departments are encouraged to work withsuppliers to insure the selection process works satisfactorily. Discussion between suppliersand the department is expected to cover areas of content, format, scheduling, pricing andany other issues pertinent to the needs of the department. When the department nears theend of this process and is ready to formalize the decision, Purchasing is to be notified andwill send the supplier a Request for Quote (RFQ).To start this process, the departmentmust enter a requisition and attach the sole source justification memo (on departmentletterhead, signed and dated), along with the supplier quote (which is to include details of



the project and how to be charged, supplier contact information: name, fax # or email).NOTE: Printing is considered a separate project from writing and design and must not beincluded in this process. The printing portion must be bid separately.

3. Printing services: There are no state contracts for printing services, nor is sole sourcing ofprinting services to a supplier allowed. All printing and related services (die-cutting, foilstamping, prepress, binding, shipping costs, etc) totaling $5,000 and above, includingdelivery costs, must be competitively bid by the Purchasing department. Departments mayprocure these services at the department level if the total delivered cost is under $5,000.

4. Purchase of pre-printed materials: The purchase of already printed materials,copyrighted and/or published newspapers, books, pamphlets, maps, charts, etc , are notpart of these printing procedures. Departments should use normal purchasing proceduresfor these commodities (use special category code 99926 to pay on a small purchasevoucher).

5. Credit for work performed: Acknowledging and/or endorsing any design or printing workthat is performed by private enterprise is NOT allowed on any state publication. Credit maybe given to other state agencies only.

6. State of N.C. Correction Enterprise: Printing and photocopying services may be procuredfrom the State Printing Office, which is a division of Purchase and Contract, at 1-800-241-0124. Departments may work directly with Correction Enterprises to procure quotes forthese services. There is no dollar limitation or required review/approval process to usethem, as they are a state agency (pay for these services using category code 99918 on asmall purchase voucher).If a department obtains a quote from Correction Enterprise and still wants Purchasing tocompetitively bid the job, they may request this.Correction Enterprise is prohibited from participating in the formal bid process. Thedepartment must make the decision to use Correction Enterprise prior to the bid openingdate in Purchasing. The department cannot compare a Correction Enterprise bid to thePurchasing bids in order to make the decision.

7. The quote/bid process:Purchasing must receive an approved requisition for the print job(s).Specifications must be sent to Purchasing.Purchasing can not begin the quote/bid process until these items are received.Bids may bewritten for one job or multiple print jobs.If the department has known printing projects which are done over a period of time,these can all be combined into one bid. The bid will provide specifications for each printjob with an estimated delivery time required. Contract term: Bids can be for one printing or



for a contract term of one year or more. This must be stated in the specifications (contractterm: One year with the option to renew for 2 additional one year periods, not to exceed 3years). This enables the department to work with one supplier for their printing projectsover a period of time. This does not lock the department into a 3 year agreement, as it isrenewable year to year, or job to job. This is an option the department must ask for at thetime of requisition submission.

8. Lead times: Departments must plan for the bid development process to take 3-5 days plusan additional 14 calendar days for the bid advertisement. Bids are posted on the State ofNC Purchase and Contract website: www.doa.state.nc.us/pandcOnce the supplier bids are received, Purchasing reviews them and sends them to thedepartment for their review. Upon completion of the review, the department returns theoriginal bids with the recommendation for award memo. A purchase order is then issued tothe awarded supplier. Production time for printing then has to be added to the time above.All of this must be taken into account when planning the print job’s required delivery date.

9. Paid advertising: Whenever paid advertising appears in a University publication, thepublication becomes exempt from the requirements of the Administrative Code and theDivision of Purchase and Contract. However, prudent purchasing procedures must befollowed and the purchase is still guided by the University’s purchasing program.

10. Required specifications: Departments must provide the following information (a templatecan be provided to you):Item name: (brochure, form, book, title, etc)Quantity: How many do you need? Will you pay for overages, if so, what percentage?You may ask for multiple quantities, if the final count is not known, and/or if budget is afactor.Size: Finished page size and flat page size is neededPages: Page count ( includes cover or plus cover). You may ask for optional pricing fordifferent page counts, if needed for budget reasons, etc.Construction: Are there folds or perforations, etc, if so how many, where located andfolded to what size, etc.Format: How will this be given to the printer; MacIntosh, Indesign,etc.Bleeds: Are there any on the cover or the textInk: Colors for cover and text; any special coating, coverage.Proofs: What kind do you require, blueline, matchprint, digital, hard copy, etc.Press check: Do you require a press check at the supplier’s printing location; if so howmany people will attend this.Stock: Provide the stock name, weight, color for cover and text. We are required to give



suppliers the option of quoting equivalent stock, and the State encourages departments toask for recycled paper stock. If the supplier quotes equivalent stock, they have to providethe quoted stock samples with their quote response. You can accept the equivalent stockquoted or not, based on acceptable quality and weight, etc.Print samples are required: If very specific samples are needed, be specific as to whatyou want provided by the printer. Otherwise, we ask for equivalent print samples to thatbeing quoted.Packaging: How do you want this delivered to you; boxed, no more than a specific weight;labeled with dept name and/or quantity, shrink wrapped on pallets ,etc.Delivery turnaround: When will job be ready for the printer; when do you need the job tobe delivered , etc.

11. Statement of recycled paper required on public documents: Whenever a publicdocument is published and printed on recycled stock, the document shall contain a printedstatement or symbol indicating that the document was printed on recycled paper.

12. Cost statement requirements for printing: G.S. 143-170.1 (a) states that every agencypublishing a public document, other than one published for the principal purpose of sale tothe public, shall have the following statement printed adjacent to the identification of theagency responsible for the publication. For purposes of the cost statement, a publicdocument is generally designed to be distributed to non-state employees.The wording onthe statement should be:(Number of copies) copies of this public document were printed at a cost of $ XX or $ XXper copy.The cost of a publication includes the following:a. Identifiable design cost: This is the cost charged to the department for design service,but should not include the cost of a department’s internal staff time and effort.b. Printing: Total cost of production, to include prepress, printing, binding, shipping, etc.Thecost statement is required regardless of who does the printing. When supplying cameraready copies to the printer the accrued cumulative cost must be presented to the printer soit may be calculated into the cost statement.

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Radioactive Chemical Material



NC State University is licensed to purchase, use, transfer and dispose of radioactive materialsand radiation producing devices. The purchase of all radioactive materials or radiationproducing devices must be approved through Radiation Safety. Examples of radioactivematerials include unsealed radioisotopes and sealed sources such as electron capture devicesor nuclear gauges. Examples of radiation producing devices include all x-ray units and x-raygenerating equipment such as electron microscopes. When in doubt that an item is radioactiveor covered under radiation producing devices, contact Radiation Safety.

Processing Requirement:Radioactive materials or devices may be ordered using the non-PO process, the PurchaseCard Program, or Requisition process. Regardless of the method of purchase, all radioactivechemical/material sources or emitting devices must be delivered to Radiation Safety unlessotherwise specified by the Radiation Safety Officer. A request for radioactive materials ordevices must have the approval of Radiation Safety prior to purchase processing.

Procedure:The Financial System has a special category established for radioactive material or devicepurchases (999RA). Campus users are instructed to enter a Small Purchase voucher or aPurchase Requisition, with the special category 999RA as the identifier, for all radioactivematerial or device purchases. Regardless of the method of purchase, all radioactivechemical/material purchases must be delivered to Radiation Safety at the Environmental Healthand Safety Center Building. A request for radioactive materials or devices must have theapproval of Radiation Safety prior to purchase.All orders for radioisotopes are shipped as follows: ATTN: N Couch/(PI’s name), NC StateUniversity, Radiation Safety, 114 Environmental Health and Safety Center, Sullivan Drive(behind Admin. Bldg.), Raleigh, NC, 27606. This address defaults to the purchaserequisition/order when using the system code 210_00114. Radiation Safety will receive,inspect, and deliver the shipment to the campus user.A blanket purchase order may be established with a vendor for a specific radioisotope anddollar amount. This blanket purchase order request is initially approved by Radiation Safety andis then routed to Purchasing for processing. A copy of the blanket purchase order document issent to the campus end user (PI) to facilitate ordering. When a radioisotope is needed it is“released” against the blanket purchase order number. The end user must fax the request toRadiation Safety prior to placing the order. Once approval is given by Radiation Safety the enduser is authorized to call the vendor to place the order, using the blanket purchase order



number. The radioisotope is then delivered to Radiation Safety for inspection and delivery.Vendors are instructed to deliver only to the Radiation Safety at the Environmental Health andSafety Center, and not directly to individual campus locations. As mentioned above, RadiationSafety will perform the required package inspection and deliver to the user.Information that must be included on the initial blanket purchase requisition includes; PI’sname, department, requested radioisotope(s), effective dates, maximum release amountdesired, and the total dollar value of each isotope. The phrase “ATTN: N Couch (PI’s name),NC State University, Radiation Safety, 114 Environmental Health and Safety Center, SullivanDrive (behind Admin Bldg.), Raleigh, NC 27606” must be included. If any of the above items arenot included, the Purchase Order will not be approved and will be recycled.All radioisotope purchases must follow the procedures outlined above. They are in place tocomply with State requirements and ensure tracking and accountability of radioisotopes. Toprotect all users of radioisotopes on campus, an end user may lose the authorization topurchase radioisotopes if these procedures are not followed or the University’s program isjeopardized in any way.For more information please visit Environmental Health & Safety Radiation Safety page.

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Materials Management2721 Sullivan DriveCampus Box 7212Raleigh, NC 27695919.515.2171

MMD Warehouse3240 Ligon StreetCampus Box 7225Raleigh, NC 27695919.515.2197

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https://ehs.ncsu.edu/home-page-info/radiation/https://materialsmgmt.ofa.ncsu.edu/contact/https://mypack.ncsu.edu/mailto:[email protected]



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Requisition

Sep 2015

DELTA Business Office

Vendor Information

Name:

Email:

Fax #:

Phone #:

ZipStateCity:

Address 2:

Address:

Vendor Type: (Required)

Requestor Information

Name: Phone #: Email:

Ship to Address

Building: Room #:

Date:

Description and Price of Items to be Ordered (attach Statement of Work or Quote if available)

Notes:

Project ID/ Phase Item # Description Qty Unit Price Amount

Subtotal:

Shipping:

Total:

Adobe LiveCycle Designer Template

Purchase Order

8.2.1.4029.1.523496.503679

Requisition

Sep 2015

DELTA Business Office

Vendor Information

Requestor Information

Ship to Address

Description and Price of Items to be Ordered (attach Statement of Work or Quote if available)

Project ID/ Phase

Item #

Description

Qty

Unit Price

Amount

vendorName:

vendorEmail:

vendorFax:

vendorPhone:

vendorZipCode:

vendorState:

vendorCity:

vendorAddress2:

vendorAddress:

DropDownList1:

TextField3:

TextField4:

DateTimeField1:

TextField5:

TextField6:

TextField7:

TextField8:

NumericField1:

DecimalField1:

DecimalField11:

TextField11:

TextField10:

TextField9:

NumericField2:

DecimalField2:

DecimalField12:

TextField12:

TextField13:

TextField14:

NumericField3:

DecimalField3:

DecimalField13:

TextField17:

TextField16:

TextField15:

NumericField4:

DecimalField4:

DecimalField14:

TextField23:

TextField22:

TextField18:

NumericField5:

DecimalField5:

DecimalField15:

TextField27:

TextField26:

TextField21:

NumericField6:

DecimalField6:

DecimalField16:

TextField28:

TextField25:

TextField24:

NumericField7:

DecimalField7:

DecimalField17:

TextField31:

TextField30:

TextField29:

NumericField8:

DecimalField8:

DecimalField18:

TextField35:

TextField34:

TextField32:

NumericField9:

DecimalField9:

DecimalField19:

TextField36:

TextField33:

TextField37:

NumericField10:

DecimalField10:

DecimalField20:

DecimalField21:

DecimalField22:

DecimalField23:

requisition_form.pdf

ncsu.eduPurchase Requirements – Materials Managementhttps://delta.ncsu.edu/assets/requisition_form.pdfhttps://materialsmgmt.ofb.ncsu.edu/uploads/pdf/Checklist_Ind_Con_Stat.pdf

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purchase requirements – materials management · 2019-04-10 · busco, dba arrow stage lines, dba...

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