Requisition

Change Order Information

Rules for bids and quotes

Sole Source Information

Items that Require the Use of a Requisition

Requisition samples

Payments to Independent Contractors/Consultants

Vendors Who Receive Purchase Orders Via E-Mail

Requisitions

The requisition form used by Mississippi State University is a consecutively numbered Banner form used to translate a determined need into a means of fulfilling that need.

It is important that all information for a requested purchase be entered, because the purchasing agent uses that information to inform the vendor of what is needed, when it is needed, and where it is needed.

The original prints at Procurement & Contracts and the department's copy is retained by the requisitioning department for later comparison to the purchase order. When the purchase order is prepared, one copy is sent to the requisitioning department.

The department head is responsible for determining that funds are available in the budget when supplies and equipment are ordered.

   Return to Top of Page

Change Order Information
If you need a change made to a requisition, please contact your Purchasing Agent or Buyer. If you need a change made to a purchase order or invoice, please email the AP Help desk for assistance at AP-Help@payables.msstate.edu.

Rules for bids and quotes
Purchases which do not involve an expenditure of more than Five Thousand Dollars ($5,000.00), exclusive of freight or shipping charges, may be made without advertising or otherwise requesting competitive quotes. Provided, however, that nothing contained in this paragraph shall be construed to prohibit any agency from establishing procedures which require competitive quotes on purchases of Five Thousand Dollars ($5000.00) or less.

Purchases which involve an expenditure of more than Five Thousand Dollars ($5,000.00) but not more than Fifty Thousand Dollars ($50,000.00), exclusive of freight and shipping charges, may be made from the lowest and best quote without publishing or posting advertisement for bids, provided at least two (2) competitive written quotes have been obtained. The term "competitive written quote" shall mean a quote submitted on a quote form furnished by the buying agency and signed by authorized personnel representing the vendor, or a quote submitted on a vendor's letterhead or identifiable quote form and signed by authorized personnel representing the vendor.

Purchases which involve an expenditure of more than Fifty Thousand Dollars ($50,000.00), exclusive of freight and shipping charges, may be made from the lowest and best bidder after advertising for competitive sealed bids once each week for two (2) consecutive weeks in a regular newspaper published in the county or municipality in which such agency is located. The date as published for the bid opening shall not be less than seven (7) working days after the last published notice; however, if the purchase involves a construction project in which the estimated cost is in excess of Fifty Thousand Dollars ($50,000.00), such bids shall not be opened in less than fifteen (15) working days after the last notice is published and the notice for the purchase of such construction shall be published once each week for two (2) consecutive weeks. The notice of intention to let contracts or purchase equipment shall state the time and place at which bids shall be received, list the contracts to be made or type of equipment or supplies to be purchased, and, if all plans and/or specifications are not published, refer to the plans and/or specifications on file. Specifications pertinent to such bidding shall be written so as not to exclude comparable equipment of domestic manufacture.

PLEASE NOTE: No contract or purchase as herein authorized shall be made for the purpose of circumventing the provisions of this section requiring competitive bids, nor shall it be lawful for any person or concern to submit individual invoices for amounts within those authorized for a contract or purchase where the actual value of the contract or commodity purchased exceeds the authorized amount and the invoices therefore are split so as to appear to be authorized as purchases for which competitive bids are not required. Submission of such invoices shall constitute a misdemeanor punishable by a fine of not less than Five Hundred Dollars ($500.00) nor more than One Thousand Dollars ($1,000.00), or by imprisonment for thirty (30) days in the county jail, or both such fine and imprisonment. In addition, the claim or claims submitted shall be forfeited.
   Return to Top of Page

Sole Source Information
Sole-source procurement is not permissible unless a requirement is available from only a single supplier. A requirement for a particular proprietary item does not justify a sole-source procurement if there is more than one potential bidder or provider for that item. The following are examples of circumstances which could necessitate sole-source procurement:
  1. Where the compatibility of equipment, accessories, or replacement parts is the paramount consideration (and manufacturer is sole supplier).
  2. Where a sole supplier's item is needed for trial use or testing.
  3. Where a sole supplier's item is to be required when no other item will serve the need of the user entity.
If you believe an item is eligible to be purchased as a sole source, the following procedures must be adhered to in order to gain approval for the sole source item:

For any commodity over $5,000 that is NOT considered an Information Technology item (i.e. software, hardware, peripherals, etc.) you must submit the following information to the purchasing agent: For any commodity over $5,000 that IS CONSIDERED an Information Technology item, you must submit the following information to the purchasing agent:
   Return to Top of Page

Items that Require the Use of a Requisition
General Rule: Purchases coded as commodities, equipment, or professional services require a requisition and purchase order.
   Return to Top of Page

Requisition samples
Prepays Standing Orders Others General    Return to Top of Page