Bureau of Administration
Paul Kinsman, Commissioner
Steven L. Berg, Director
This page contains 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
- 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
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 and give completed form to Bureau of
Finance and Management. Please note on requisition that vendor is being
put on line.
- Requisition with full description of item
to be purchased, and on-line with GEAC (DBS/MSA)
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.
Moratorium approval is required on all computer
purchases that are not on contract. Also, moratorium approval may be
required on contract purchases. This statement "Moratorium Approval is
Required" will appear in the contract if moratorium approval is required.
Moratorium questions need to be addressed to
20666 - for computer hardware
92007a - for computer software