Chapter 2 – Fiscal Management

22030.8.8 Purchase Order Changes

• POPurchase Order Alteration Required

  • Once a POPurchase Order has been issued to a vendor by the Office of Procurement, changes are not permitted unless authorized by the Office of Procurement. A STDStandard Form (DGS) Form 96, shall be submitted to the Office of Procurement buyer who signed the original POPurchase Order in the following instances:

    • Change in FOB point.

    • Change in terms if unfavorable to the state.

    • Change in the estimate number.

    • Change in the vendor’s name (except simple spelling corrections).

    • Increase in unit price.

    • Mathematical error over $10.

    • Addition or cancellation of any item.

    • Change in description, specifications, or substitution of any material.

    • Extension of time on “as needed” or “as required” orders. Such orders are written for units of material as required or as needed for a specific period of time (The extension of this time is what would require a POPurchase Order change).

    • Adding or changing a priority rating or certification.

    • Any overdraft of a POPurchase Order except as permitted below.

• POPurchase Order Alteration not Required

  • POPurchase Order changes are not required when:

    • Prices billed are less than the POPurchase Order amount.

    • Weight, quantity, or unit price is less than what is stated on the POPurchase Order.

    • At the time of taking a final delivery there is a balance remaining on the POPurchase Order and the final delivery does not overrun the POPurchase Order by more than 10 percent (This would apply to such items as yardage; steel; lumber; rock; asphalt; products like forms, cartons, etc. produced from roll paper stock; and other items when exact quantity is not known at the time the order is placed, including items that come in standard containers).

    • Delivery of items such as fresh vegetables varies from the weight, quantity, or count specified on the POPurchase Order (not to exceed plus or minus 10 percent of the value of the total POPurchase Order up to $1,000).

    • POPurchase Order specifies certain sized containers but other containers, which are acceptable, are delivered in their place but the total quantity and unit cost are within the limits of the POPurchase Order.