We’re Here to Help!

FY 2011

Bozeman, MT 59717-2600

Main Phone: 406- 994-3211

Fax: 406-994-3000

MSU-Bozeman Purchasing Department

104 Montana Hall

Making A Purchase?

P.O. Box 172600

Is my Department authorized to buy this controlled item or do I need to contact Purchasing?

Please feel free to contact our staff!

Ask Yourself:

Is this supply or service exempt from purchasing procedures?

Is this a controlled item?

What is the estimated cost of the supply or service? What is the Total Contract Value?

What purchasing tools do I need to use?

Is my Department authorized to buy this?

Is this purchase allowable based on the funding source?

Does competition exist or is this a sole source procurement?

Shawna Lanphear, Director Email: Phone: 994-5016

Lawrence Martin, Purchasing Agent Email: Phone: 994-3212

Alicia Rockwood, Purchasing Agent Email: Phone: 994-3211

Special Department Instructions:

Montana State University Purchasing Department

buy for the University

All forms and tools can be found on the Purchasing website: www.montana.edu/wwwbu/purchasing/index.html

Total Contract Value of:

$0.00- $5,000.00

Department may purchase

REQUIRED Actions:

Complete Prior to Purchase

Recommended Actions:

Total Contract Value of:

$5,000.01- $25,000.00

Department may purchase

REQUIRED Actions:

Complete Prior to Purchase

OR

AND any of the following that apply

ISSUE

PAPERWORK

Total Contract Value:

Exceeding $25,000.00*

Purchasing Dept. must purchase

REQUIRED Actions:

Required delivery date

What happens next?

  • Email your specifications to:
  • Send one original to Purchasing with attached specifications
  • PD-14 Brand and Sole Source Justification
  • PARR for purchases involving Trade-Ins
  • DPES Form if buying Data Processing Equipment and Software items costing $500 or more per order

ITC Stores must approve DPES form PRIOR to purchase

Complete Prior to submitting Requisition

  • Requirement specifications
  • Purchasing will issue an Invitation for Bid (IFB) or Request for Proposal (RFP) if not a sole source
  • Purchasing receives bids/offers
  • Department will approve bid tabulation

Purchasing willissue a Purchase Order

or Contract

  • Complete PD-1 Purchase Requisition and obtain proper signatures
  • Gather proper documentation
  • PARR form
  • DPES Form if buying Data Processing Equipment and Software items costing $500 or more per order. ITC Stores must approve DPES form PRIOR to purchase
  • PD-14 Brand or Sole Source Justification
  • Required Delivery Date
  • List of Vendors
  • DPES Form if buying Data Processing Equipment and Software items costing $500 or more per order

ITC Stores must approve DPES form PRIOR to purchase

  • PARR for purchases involving Trade-Ins
  • PD-20: Telephone solicitation
  • Departmental Purchase Order (DPO) for goods or equipment
  • Use Procurement card for goods or equipment
  • Contracted Service Agreement (CSA) for services

PAPERWORK

Be sure to keep your invoice!

Remember you are spending your tax dollars, as well as your friends, relatives, and neighbors! Spend wisely!

  • Submit a copy of all paperwork with the Banner Payment Authorization (BPA) or ProCard Receipt
  • Use ProCard for payment if appropriate. E-mail with your detailed request for a credit card increase.
  • PD-20 Tabulation of Bids Resulting from Limited Solicitation -must accept the lowest bid
  • Departmental Purchase Order (DPO) for goods and equipment OR
  • Contracted Service Agreement (CSA) for services
  • Enter into the DPO/CSA Log which must be sent to at the end of each month!