Chapter 2 – Fiscal Management

22030.5.2 Procurement Worksheet Data Requirements

• The procurement worksheet data requirements are as follows:

  • Price quotes obtained by – signature of the person who obtained the required bids and quotes contained on the worksheet.

  • Vendor information – not required for state contract, state price schedule, Materials Services and subpurchase orders (under $100). For purchase estimate/purchase orders, enter the reference vendor that should be invited to bid by the Office of Procurement. Contract/delegation orders and subpurchase orders (over $100) require multiple quotations orders and subpurchase orders (over $100) require multiple quotations when purchases are made for highly competitive items (i.e., those items that are available from several sources at competitive prices). Examples of highly competitive items are automotive parts; maintenance items including electrical, plumbing, and lumber; and office supplies. Enter the appropriate vendor name, address, and phone number for each quote required in the spaces provided.

  • FOB – to be determined at the time quotes are obtained. Request “FOB destination” whenever possible. “FOB shipping point” shall be avoided as title to the materials transfers to the Department at the time of shipment. Filing claims for FOB shipping point orders and resolution of problems involved in the delivery, from the time the shipment leaves the vendor to the time of delivery, is the responsibility of the Department.

  • Term – enter the cash discount term offered by vendors to ensure timely invoice payment. Cash discounts amounting to at least $2.50 and where the discount percentage allowed is at least one-half of the percent shall require the appropriate accounting office to issue a revolving fund check to ensure the discount can be taken.

  • Delivery – enter the date the materials or services are expected to be delivered.

  • Add minority ethnic indicator – disregard. To be revised at a later date.

  • Item/quantity/unit – enter the description, number, and unit of measure for the item being ordered.

  • Unit price/extension – enter the quoted price from each vendor and the total cost of each item. Unit pricetimes the quantity equals the extension price.

  • Gender/ethnic indicator – circle one of the alpha/ numeric indicators for the vendor awarded the purchaseorder (0-8 or A-H).