Procurement Management
Steven Berg, Director
Information for Agencies
Following are answers to common questions handled by our staff. State agency personnel should read the Purchasing Procedures Manual that can be found on our intranet site. This manual contains information that will answer many of the questions agencies may have regarding the procurement process.
Please feel free to contact us if you have other questions that are not answered here or in the Purchasing Procedures Manual.
- What do I need to send to Procurement Management for an Emergency requisition?
- What is a "sole source" purchase and what is needed to have it approved?
- What are the guidelines for purchasing Computer Software and Hardware?
- What NIGP Code do I use when ordering computer items on ESM?
What do I need to send to Procurement Management for an Emergency requisition?
- Emergency Letter stating the nature of the emergency and signed by the head of the respective department, bureau, board, commission, institution or constitutional office.
- Three written quotes from vendors, attached to the requisition.
Be sure vendors include shipping and handling in the quoted price.
Make sure low vendor is on line with GEAC (DBS/MSA). If not on line, you must have vendor fill out a W9 form, add the information to the SDAS Vendor Maintenance Interface, being sure to check Yes in the Purchasing Vendor box, and notify Bureau of Finance and Management.
- Requisition with full description of item to be purchased, and on-line with GEAC (DBS/MSA)
What is a "sole source" purchase what is needed to have it approved?
A "sole source purchase" is a product or commodity that is manufactured and sold from the same location and does not have any other distributors. The item is only available from one source.
In order for a sole source purchase to be made, the following must be submitted to Procurement:
- A "sole source" letter of request stating what the requester has done to ensure that the product/commodity is truly sole source, including a description of the the process used to select the requested product/commodity;
- A written price quote from the vendor which includes all costs, including shipping and handling; and
- A requisition containing all pertinent information including vendor number and price to include shipping.
What are the guidelines for purchasing Computer Software and Hardware?
- Check the Allowed List. This is a list of software that has been approved for use in state government already and the updated list can be found at the Service Desk. We will continually update this list as new software is approved. Hopefully, you will find a solution that has already been vetted and will meet your needs. You can then submit a work ticket to have the software installed. (There may be an additional step to purchase a license.)
- Check the Unauthorized List. If you have a product in mind, check here to see if it has been vetted by our team but was determined to be a security risk.
- Submit a New Product Request. If you would like to have our team evaluate software that doesn't appear on the Allowed List or Unauthorized List, submit a new product request through the Service Desk. Our team is committed to responding to your request within 10 business days.
Most hardware requests should be covered on BIT's standards lists or approved during a contract review, but you can enter a special request for hardware using the New Product Request too.
New Product Request questions need to be addressed by BIT/Standards.
What NIGP Code do I use when ordering computer items on ESM?
Use NIGP Code 204 for ordering computering items on ESM.