Welcome to the Procurement Department! Here is where you will find the information you need to assist you to obtain the supplies and services for the benefit of our students and our campus community. Information is added and updated frequently, so we encourage you to return to this site regularly. Please contact us if you have questions not answered here. Thank You!
NOTICE: Document Retention for Fiscal Year Ended June 30, 2014
The University has received official notification that the audit for fiscal year 2014 is complete. P-card receipts that have been electronically imaged into the University's storage warehouse and kept on file at the department level maybe now be destroyed. Additional documents that need to be retained for Federal or grant purposes should be kept in accordance with those specific guidelines.
NOTICE: ACT 557 Reporting Requirements
Beginning August 1, 2015, the University of Arkansas is required by Arkansas Act 557 to submit all new Technical and General Services (TGS) contracts, with a total projected cost of $100K or more, to Legislative Council or, if the General Assembly is in session, to the Joint Budget Committee, for review and approval prior to contract execution. A link to the required interactive submittal forms (original and addendum) which must be completed and attached to these transactions by the department is provided here in alphabetical order: TGS Forms.
Anticipated approval time is a minimum of 30-45 days from submission back to Procurement from Legislative Review. The requirement seeks the following information:
- Total projected cost includes the total initial contract amount and any possible amendments and extensions.
- 19-11-203 (34) (A) defines Technical and General Services:
(34) (A) “Technical and General Services” means:
(i) Work accomplished by skilled individuals involving time, labor, and a degree of expertise, in which performance is evaluated based upon the quality of the work and the results produced;
(ii) Work performed to meet a demand, including, but not limited to, work of a recurring nature that does not necessarily require special skills or extensive training; or
(iii) The furnishing of labor, time, or effort by a contractor or vendor, not involving the delivery of any specific end product other than reports that are incidental to the required performance.
Act 557 also requires a quarterly Vendor Performance Report (VPR) be submitted to the Office of State Procurement for all Technical and General Service Purchase Orders $25K and above, and for Purchase Orders of a Professional Contract Service where the total projected cost is at least $50K. A link to the required interactive form which must be completed and forwarded to the Procurement Department upon notification is here in alphabetical order for your convenience: VPR.
Here is a link to Act 557 information for your convenience. For any additional questions, please contact your assigned department Procurement Coordinator or Linda Fast, Manager of Procurement Services at firstname.lastname@example.org. Your patience as we comply with the requirements of this new Arkansas law is greatly appreciated!
Departmental Information and Reference:
NOTICE: UA Open Purchase Orders
To assist UA departments in monitoring current open PO’s the Procurement Department hosts a link, sorted by Business Unit, for your convenience. Please click here: PO List 10/13/2015
Standing/Open PO’s that were created in BASIS with a $1 amount and a 999 tolerance should be closed and a new requisition created in RazorBuy with the anticipated spend for the current fiscal year. The old PO’s in BASIS should then be closed.
All regular PO’s for commodities and services should be examined for the length of time they have remained open to determine the reason they have not closed. Any PO that is no longer needed should simply be closed.
Any travel authorizations or travel related PO’s that need to be closed should be communicated to the Travel Office. Please email the request to close to email@example.com
A purchase made on behalf of the University of Arkansas should be made by issuing an approved university PO to the participating vendor. Utilizing a university P-Card is appropriate when the vendor will not accept a PO and the purchase meets appropriate guidelines. Personal reimbursements should be reserved for emergencies or the rare occasion when a PO or P-Card is unavailable.
NOTICE: Budget Units
The Procurement Staff offers its professionalism, expertise and ability to provide guidance through the acquisition process. Each Purchasing Buyer has a specialty area and additionally is assigned specific departmental units. If you are uncertain of the buyer for your department check the Budgetary Units or call 479-575-2551 and identify your department. The call will be transferred to the appropriate Buyer.
The Procurment Team responsibilities include:
- Requisition Processing
- Developing Specifications
- Soliciting Bids
- Establishing Contracts
- Vehicle Acquisitions and Reporting
The University is committed to purchase energy efficient equipment that meets EPA Energy Star requirements, when available and practicable. These include but are not limited to personal computers, printers, copiers, faxes, laboratory equipment, lighting, refrigerators/freezers and HVAC's.
- AVCB Year End Information
- Bidder Applications
- Buyer Assignments
- Buyer Departmental Specialty
- Direct deposit instructions for reimbursement and travel
- Gas Cylinders
- Gifts, Gift Cards & Promotional Items
- Moving/Relocation Information
- Negotiated Hotel Rates
- Printing - Amendment 54- All printing bids MUST be bid by UA Procurement Office
- Procurement Order - Terms & Conditions
- Procurement Policies & Procedures
- Restaurants & Locations Accepting UA PO's Notice
- Sole Source Instructions
- Technology Pre-Approval
- Vendor Links
- NRA Information
- Vendor Identification Information (formally W-9)
- Vendor Inquiry Website
- Vendor Links
- Vendor Proposal