Purchasing Policy and Procedure
Blanket orders are issued for a specified time period at
an estimated total dollar amount to:
- 1. Encumber funds
- Establish a purchasing arrangement with a vendor for
a period of time (e.g., monthly, quarterly, yearly) for:
- Orders of miscellaneous items.
- Recurring orders of small value items.
Departments using blanket orders must ensure expenditures
do not exceed the funds encumbered.
CONTRACT BLANKET ORDERS
Contract blanket orders are used to purchase supplies when
the cost of the individual items covered by the blanket order
has been established. Normal competitive purchasing methods
are used to select vendors.
CONVENIENCE BLANKET ORDERS
Convenience blanket orders are used to purchase supplies
of miscellaneous items, when the exact nature of the supplies
cannot be determined at the time of issuing the order. They
are generally used for recurring purchases of a large variety
of low-value items, that the using department may pick up
from the vendor. Because each individual purchase from a convenience
blanket order is of low value, it is not necessary to follow
the sealed competitive bid procedure. No individual release
against a convenience blanket purchase order shall exceed
the departmental per purchase limit of $5000. No procurements
shall be artificially fragmented or split in order to keep
the purchase below established maximum.
||Submit a Purchase Requisition (RQS) requesting
a blanket order be issued. Include:
- The period of time covered by the blanket order.
- The total estimated dollar amount of the order.
- The name(s) of the individual(s) authorized to release
supplies on the order.
The SERVICE field on the RQS commodity line is used to
designate the order as a Blanket Order. Enter the dollar
amount to be encumbered for that line in the Contract Amount field.
The Extended Description for the commodity line must be complete:
include the general category of commodities being ordered,
and the information outlined above. EXAMPLE: Blanket
purchase order for the purchase of office supplies,
for the period of MM/DD/YYMM/DD/YY. Authorized
users of this blanket order are: John Doe and Jane Smith.
||Approve or disapprove issuing the blanket
order. The buyer processes the RQS into a blanket PO, adding
additional information as needed to provide complete information
to the vendor.