FAQs

• Where are we located?
      Purchasing is located on Middle Street in the Meroney House.
• Know the rules before you buy! 
      As a University employee, you have flexibility in purchasing goods and services for your department.  However, as an instrumentality of the State of Alabama, the University must remain in compliance with laws affecting the expenditure of state funds.  Please speak with your department budget manager or Purchasing at the beginning of planning your purchase request.  Please call Purchasing with questions at any time.
• What type of purchase would require a bid?
  • Any purchase over $15,000 within a fiscal year must be competitively bid.  No purchase of $15,000 or more may be divided into separate purchases to avoid state bid law requirements.
  • If you are unsure whether or not an item should be bid please contact Purchasing for a definite answer prior to your purchase request.
• I requested an item that must be bid, how long does the bid process take?
      The State of Alabama bid law states that all bids must be advertised on a public billboard for such lengths of time as Purchasing may determine.
• How do I start the bid process?
  • Determine what items or services you require, accurately describe the item or service, be specific, include all known information, provide item numbers, brand information, or model numbers, then contact purchasing to begin the process.
  • Expenditures must serve and further the University’s purpose and mission
  • Purchasing is available to assist in the process to prepare complete and accurate bid specifications.
• Can the bid process be started prior to funding availability?

      Yes, the bid process can be started and completed prior to funding and/or budgetary items finalized.

• Who decides the award of a bid?
  • The award of a bid is determined by comparing the responses for the bid specifications received by all vendors.  The acceptable bid is then awarded by a combined effort between Purchasing and the requesting department.
  • The requesting department must acknowledge in writing that they wish to proceed with the purchase from the selected vendor.
  • A requisition for purchase order from the requesting department is prepared for the successful vendor.
  • An award letter is sent to the vendor from Purchasing.
• What is a purchase order?
      A purchase order is the instrument by which goods are procured.  It is the seller’s authority to ship and invoice for the goods specified on the order.  It is a legal instrument which denotes the University's part of a contract of sale.  Once accepted, it has the legal force of a binding contract.      
  Purchase orders are issued by the Business Office as soon as possible upon receipt of properly completed requisitions.  A copy of the purchase orders is sent to the vendor for their files.  A purchase order can also be faxed to vendors upon request.
• Why do purchases above $2,500 require a purchase order?
       A purchase order is a binding contract between the University and the supplier.  Any request to modify or cancel a purchase order or contract should be directed to Purchasing in writing.  In the best interest of the University, Purchasing will work in cooperation with the department and the vendor to advise all parties accordingly.
• What is Sole Source?
      Guidelines for sole source are described in policy 03:020. The declaration of a "sole source" purchase must be exercised judiciously and always with good faith.
          "Sole source" - A good's or service's "uniqueness" alone cannot qualify the producer or supplier of the good or service as a
          "sole service" of a good or service under Alabama's competitive bidding laws. To so qualify, the good or service offered must
          be unique; that uniqueness must be substantially related to the intended purpose, use and performance of the good or service
          sought; the department seeking to declare a "sole source" must show that other similar goods or services cannot perform the
          desired objectives of the goods or services being indicated as sole source.          
• General guidance on use on University expenditures
  • Expenditures must serve and further the University’s purpose and mission
  • State funds are considered to be any funds controlled by the University (state budgeted, self-generated, private gifts, athletics). Agency funds are NOT considered to be ‘controlled by the University.’
  • All like items purchased in any one fiscal year are aggregated for determination of the applicability of the state bid law
  • Multiple purchases of like items within one fiscal year that exceed $15,000 are applicable to state bid law
  • Attorney General’s opinions provide interpretive explanations of the bid law and specific reference to purchasing
• Office Furniture
  • Almost all office furniture must be either purchased off of the state contract or competitively bid.
  • Furniture cannot be purchased without using the state contract without permission of Purchasing.