Procurement Policy

If you need alternative (written) documents or forms, contact Business Services at (479) 575-2551 or 4help@uark.edu.

Constitutional Items

Items listed in Amendment 54 to the Constitution of the State of Arkansas are subject to special bidding requirements. The State's definition of printing is “the process of transferring images, by use of standard industrial type printer ink, upon paper documents such as letterhead, envelopes, pamphlets, booklets and forms." (wet ink on paper versus dry ink which is toner used by digital copiers). All commodities subject to Amendment 54 that are not available from Printing Services, the Departmental Supplies section of the Bookstore, State Contract or other State Agencies must be bid by Procurement or The Office of State Purchasing (OSP). Departments are not permitted to take their own bids on constitutional items regardless of dollar amount.

For the convenience of ordering, the Departmental Supplies section of the Bookstore stocks many State Contract items and can special order others from the state contract holder for office supplies.

Any Printing job over the $100,000.00 delegation limit must be bid by OSP.  Submit these bid requests to Procurement for submission to OSP.

Contact Ellen Ferguson for questions about setting up the printing bid process and bid specifications.

Automobile Purchases

The number of vehicles allowed in the University's vehicle fleet is closely controlled by the State Legislature. A fixed number of vehicle slots have been authorized for use. Any contemplated additions to the fleet must be reviewed and approved by the Fleet Manager and the Department of Finance and Administration (DFA) through the MV-6 process.

Slot Allocations

The University has the opportunity once each biennium to request additional vehicle slots for consideration by the Arkansas General Assembly.

Submit your request and justifications prior to the beginning of the new biennium (received by: April-July 2016, April-July 2018, etc.) to the Fleet Manager.

The request and justifications for additional slots should reflect your needs through the two-year biennial period (2015-2017, 2017-2019, etc.).

Vehicle Purchases

The State contract for vehicles is typically valid from October 1 to March 15th of each year. You must submit your vehicle request (MV-6 forms) during this period to assure delivery by the manufacturer (GM, Ford, Dodge, etc.). Please make your requests as early as possible.

NOTE: The manufacturers frequently notify us of early production cut-off dates for certain makes and models. Contact the Fleet Manager at 5-2551 prior to submission of your MV-6 form and requisition to verify the availability of the vehicle if you haven't ordered by January.

Please submit the following forms, justifications, and electronic requisition to the Purchasing department to start the approval and purchasing process:

Submit your requisition in black-screen BASIS by following the instructions provided. These commodities will be pulled from the contract file. Options for the vehicles must be added to the requisition as separate line items. The exterior color should be white. USE ONLY ONE REQUISITION PER VEHICLE. Be sure and mark “Y” in the “supporting document” area of the requisition header (REQH). 

Attach the completed MV-6 form (with the requisition number written in the top-right corner) and email it to the Fleet Manager.  

Justification letters, which should be typed in a Word document, are required when:

  • Replacing vehicles that are less than five (5) years old and/or that have less than 75,000 miles. Very poor mechanical condition is the only justification allowed in this category; vehicles are considered to be in very poor condition when repairs equal at least one-half (1/2) of the vehicle's blue book value.
  • A department is not willing to replace a vehicle and instead requests an "addition to fleet." A justification letter should explain why an existing vehicle on your fleet cannot meet your department's transportation needs.
  • An upgrade is requested. A replacement is considered an upgrade when the vehicle type/specifications for the new vehicle being requested is different than the vehicle currently on the fleet that is being replaced. Upgrades also include requesting a larger size vehicle, an extended cab, 4-wheel drive a V-8 engine, etc. (if available on the contract). 

After justification letters are submitted to the Fleet Manager, they will be forwarded along to the DFA in Little Rock, who will approve or deny the request.

New Vehicle Delivery

Fleet vehicle orders are sent to the contract dealers. The contract dealers then place the orders with the automobile manufacturers. These vehicles are not built until the manufacturers have enough orders to have a line run in their factories. This is a lengthy process. On the average, it will take the University of Arkansas 4-6 months to receive a new vehicle after the initial request is received by Procurement.

Used Vehicle Turn-In

Vehicles being replaced must be turned in to the Surplus Warehouse on campus within thirty (30) days after delivery of new vehicle. The ordering department is responsible for the delivery of the old vehicle to Surplus Warehouse. Please be sure to clean vehicle interior prior to delivery.

After you receive your new vehicle from the dealership, you must complete the Vehicle Disposal Form and the On Location Request Form for your old vehicle, which is then to be emailed to the Surplus Warehouse Manager, goodson@uark.edu.

Vehicles ¾ ton or less will be sold by Marketing & Redistribution and the proceeds deposited into the State Motor Vehicle Revolving Fund. Vehicles one (1) ton or more will be sold by Marketing & Redistribution and the proceeds returned to the agency after deducting administrative fees.

Blanket orders are to be issued for small repetitive non-contract purchases.  Blanket orders are not to be used to purchase commodities or equipment which should be procured by competitive bidding. Blanket orders for small purchases are typically limited to $20,000 per month.

There are numerous items available on state contracts, which in some cases may be mandatory for the University and, therefore, may not be purchased with Blanket orders. Items are added occasionally as the Office of State Procurement may determine a need for additional contracts.

Important:  Purchase of the following items are not permitted against Blanket orders as these are items under mandatory contract for all state agencies:  ammunition, bulk paper towels, bulk toilet tissue, paper, envelopes, tires, vehicles, etc.

If an individual purchases a contract item against a blanket order, it will be his/her personal obligation, as the University is unable to make payment to a vendor who does not hold the contract for that item. Purchases of food and related items must be identified with a detailed purchase order line description and appropriate spend category. Each food purchase must be justified by attaching a completed Official Function Form

 

For technical questions regarding hardware/software information and guidance, please navigate the IT Services Website, or contact the IT Help Desk at 575-2905.

COMPUTER STORE: The University Bookstore operates a Computer Store to serve departments, faculty, staff, and students of the University of Arkansas. This store, located at 616 N Garland Avenue, offers a variety of personal computers, peripherals, and software at discount prices. The Computer Store does not preclude any of the state procedural requirements for departmental purchases. Items that require bidding, justification, etc., must go through the normal purchasing procedures.

The Computer Store is now an eligible bidder for University bids. For your convenience and to avoid long delays in delivery of microcomputers and equipment, many items stocked at the Computer Store meet state bid requirements. Selection of brand and model available for departmental use may be regulated by state purchasing agreements. Visit the Computer Store for additional information:  http://uofastore.com/computer/ 

Conflict of Interest and Conflict of Commitment, Including Outside Activity: https://vcfa.uark.edu/policies/fayetteville/vprs/4040.php 

 
Items listed in Amendment 54 to the Constitution of the State of Arkansas are subject to special bidding requirements. The items listed are printing, stationery, paper and soy inks used to produce stationary, and other printed items (wet ink on paper versus dry ink which is toner used by digital copiers). See Office Supply Section for further information. All commodities subject to Amendment 54 that are not available from Printing Services, the Departmental Supplies section of the Bookstore, or State Contract must be bid by Procurement or the Office of State Purchasing. Departments are not permitted to take their own bids on constitutional items regardless of dollar amount. For the convenience of ordering departments, the Departmental Supplies section of the Bookstore stocks many State Contract items and can special order others from the state contract holder for office supplies.

Construction-related projects usually require coordination between a number of different areas of Facilities Management.  In addition to meeting statutory requirements for procurement, bonds, insurance, professional engineer/architect stamps, etc, there are impacts on building systems, code requirements, and other coordination requirements.

Pursuant to Ark. Code Ann. § 22-9-203, the State encourages all small and minority business enterprises to submit bids for capital improvements. Encouragement is also made to all general contractors that in the event they subcontract portions of their work, consideration be given to the identified groups.

Facilities Management’s roles and responsibilities are addressed in Section 700 of the Fayetteville Policies & Procedures Manual: https://vcfa.uark.edu/policies/fayetteville/index.php#search/700.

Any addition or renovation to a campus structure must comply with all of the applicable guidelines. The Planning website also contains several links which explain planning guidelines, furnishings standards, space guidelines, etc. http://planning.uark.edu/campus_planning/design_construction/index.html

A listing of current construction projects can be viewed at the following link:  https://fama.uark.edu/dcsa/projects.php.

For specific information and questions regarding construction projects, please contact Dan Clairmont, 575-6192 / danielc@uark.edu or Kelley Sharp, 575-5470 / kesharp@uark.edu.

If information is needed prior to requisitioning any contract item, contact your Departmental Buyer/Procurement Coordinator. To locate the Departmental Buyer/Procurement Coordinator assigned to you, see the BU Assignments list.

See our website for Statewide and University term contracts. Additional commodities may be added to this list at any time.

For further information visit the Business Services Procurement Division web site.

Per Fayetteville Policy and Procedures 220.0, contracting authority for the Fayetteville campus is identified in a Delegations of Authority Summary Chart that may be viewed at:

https://vcfa.uark.edu/documents/delegationsummary.php

Copiers/Multifunction and Desktop Printer Equipment:

The procurement of all copiers, duplicators, and related equipment is managed by the Campus Managed Print program.  Request for such equipment should be directed to Penny Lee Bellard.  An e-mail request should be sent to bellard@uark.edu for an assessment to be completed by the vendor partner, and proposed equipment to be presented to the requestor for approval.  The CMP Staff will work with and through the vendor to get the recommended and approved equipment.  CMP will manage the service and toner supply request for the campus.  Once the proposed equipment is approved by the requesting department, CMP staff will create the requisition, pay the vendor, and charge back the users by usage at the rate of $0.02 for B&W and $0.20 for Color copies/prints.  This cost will cover the equipment, the usage, service, and toner/supplies and staffing to manage the vendor and program for the campus.  Staple replacement cartridges will be billed as ordered by the CMP staff.

 

The acquisition of commodities or services which, if not immediately initiated, will endanger human life, health, University property, or functional capability of the University. All emergency purchases over the bid limit shall be approved in advance whenever possible by the Procurement Division.

Where time or circumstances do not permit prior approval, approval must be obtained at the earliest practical date.

Request for approval shall be made in writing and shall include:

  1. Requisition
  2. Quotation Abstract
  3. Written explanation of how emergency was determined (give specific reasons why the procurement is an emergency)

If over the bid limit, a minimum of three (3) competitive bids, whenever possible, must be obtained on authorized Bid Quote Request Form unless the emergency is critical. If three (3) competitive bids are not obtained, the Bid Quote Tab Sheet must show the names of at least three (3) firms contacted in attempting to obtain competition.

 

Any attempt to realize personal gain through public employment by conduct inconsistent with the proper discharge of the employee's duties is a breach of public trust. It is a breach of ethical standards for any employee to: participate directly or indirectly in any matter pertaining to any contract, subcontract, or purchase order in which the employee or any member of his/her immediate family has a financial interest. Direct or indirect participation includes involvement through decision, approval, disapproval, recommendation, preparation of any part of a procurement request (requisition or request for bid), influencing the content of any specification, rendering of advice, investigation, auditing, or in any other advisory capacity.

Immediate family is defined as spouse, children, parents, brothers, sisters, and grandparents; and accept a gratuity or offer of employment in connection with any decision, approval, recommendation, preparation of a purchase request, or other particular matter, pertaining to any contract, solicitation, or proposal. Gratuity is defined as a payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value. Any employee who obtains any benefit from any State contract with a business in which the employee has a financial interest shall report such benefit to the Director of the Department of Finance and Administration.

It is a breach of ethical standards for any former employee to engage in selling or attempting to sell commodities or services to the University or any other state agency for one year following the date employment ceased. Any employee or non-employee who shall knowingly violate any of the ethical standards described shall be guilty of a felony and upon conviction thereof shall be fined in a sum not to exceed ten thousand dollars ($10,000), or shall be imprisoned in the penitentiary not less than one (1) or more than five (5) years, or shall be punished by both.

 

Except as the Federal Transit Administration (FTA or We) determines otherwise in writing, before FTA may award Federal transit assistance (funding or funds) to support a public transportation Project, an Authorized Representative (You) of the Project sponsor (Applicant) must select certain Certifications and Assurances required by Federal law or regulation. The Authorized Representative must be duly authorized by the Applicant to, among other things, sign these Certifications and Assurances and bind the Applicant’s compliance.

You, as the Authorized Representative, must select all Certifications and Assurances required of your Applicant (or it) to support its applications for FTA funding during Federal fiscal year (FY) 2016.

We request that you read the Certifications and Assurances, as well as the Federally Required and Other Model Clauses, and select those that will apply to all Projects for which your Applicant might seek FTA funding. As required by Federal law and regulation, only if you select adequate Certifications and Assurances or Federally Required and Other Model Clauses on your Applicant’s behalf, may FTA award Federal funding for its Project.

 

Expenditures of this type fall under Board Policy 260.1 for “Official Functions” designations and associated expenditures. The Procurement policy is to allow such expenditures under this Board of Trustees policy using the following procedures:

1) Using a PO, Requesting departments have two options:

  • Enter an Internal Requisition in BASIS (i.e. Printing Services, Bookstore, Computer Store), or
  • Enter a "Payment With Order" requisition in RazorBuy. After completing the departmental review steps, the requisition will be subject to final approval by the Procurement Department.

2) The Procurement Coordinator, within Business Services, will review the requisition for appropriateness of the request in support of the University/Departmental mission.  The Procurement Coordinator will review these types of requests on a case-by-case basis and shall contact the department for further information if necessary, prior to approval.

3) Be sure to complete the Gift Card Disbursement Form and attach to your requisition for any purchase of gift cards.

4) DO NOT USE Blanket orders or personal reimbursements for these types of purchases.

5) Documentation of gift card/award/prize recipients or participation in official university programs must include recipients name, date and title of event and must be retained at the departmental level and provided to the Procurement Coordinator within five days after the event.

6) Gift cards, shopping cards and gift certificates are all considered the same as cash and the recipient MUST complete a gift/prize/award receipt form regardless of dollar amount and if it was for payment of services, gift or prize. Form must be submitted to your Procurement Coordinator.

7) If you anticipate using a PCard for purchase of Gift Cards, you MUST complete the PCard Gift Card Request Form and follow instructions provided on the PCard Guidelines page.

Expenditures for official functions (gift cards/awards/prizes) are not the same as gifts. Gifts to individuals are not allowed by the Procurement Department, with the exception of “Promotional Items” as stated in OSP Promotional Items Policy, and gifts in lieu of payment for speaking engagements. Gifts for employees are not allowed.

As per the State Procurement memorandum, the following are items that are not prohibited from procurement with appropriated funds:

  1. Plaques for student achievements.
  2. Plaques for board or commission members upon termination of service on a board or commission.
  3. Promotional items specifically authorized by language in a state or federal grant.
  4. Items purchased, the cost of which is reimbursed by students.

 

Independent Contractor or Employee? The IRS has focused on this issue and given high priority to the classification of employment relationships. The penalties for misclassification can result in the university being held responsible for under-payment of taxes including federal and state income tax, Social Security and Medicare taxes, and federal unemployment taxes. Whether inadvertent or intentional, misclassification of workers as independent contractors may result in charges to the department for the taxes, penalties, and interest. 

Human Resources has provided guidance about independent contractor designation. Determining who is an independent contractor and who is an employee can be difficult.  IRS regulations require organizations to review the relationships that exist and make the determination on a case-by-case basis.  If the relationship is that of an employee, the employer must withhold income taxes, as well as withhold and pay social security and Medicare taxes.  Another related obligation of the employer is the requirement of paying unemployment taxes on the wages that have been paid to an employee. If the relationship is one in which the potential vendor is an Independent contractor, the requirement to withhold and pay taxes based on the service or product payment does not exist, and the independent contractor is responsible for paying all of their obligated taxes.  It is important to note that even if the individual has their own company and wants payment made to their company, the relationship may still be one that meets the definition of an employee in which the payment must be processed to the individual through the payroll process.

Determine the Relationship

In determining the relationship, there are three categories of “facts that provide evidence of the degree of control and independence” that exist in the relationship.  The categories (and their descriptions from the IRS website) are:

  1. Behavioral Control covers facts that show if the business has a right to direct and control what work is accomplished and how the work is done, through instructions, training, or other means.
  2. Financial Control covers facts that show if the business has a right to direct or control the financial and business aspects of the worker's job. This includes:
  • The extent to which the worker has unreimbursed business expenses
  • The extent of the worker's investment in the facilities or tools used in performing services
  • The extent to which the worker makes his or her services available to the relevant market
  • How the business pays the worker, and
  • The extent to which the worker can realize a profit or incur a loss

       3. Relationship of the Parties covers facts that show the type of relationship the parties had. This includes:

  • Written contracts describing the relationship the parties intended to create
  • Whether the business provides the worker with employee-type benefits, such as insurance, a pension plan, vacation pay, or sick pay
  • The permanency of the relationship, and
  • The extent to which services performed by the worker are a key aspect of the regular business of the company

Additional Considerations

The state of Arkansas restricts former employees who receive payments that exceed “fifteen thousand dollars ($15,000) to engage in selling or attempting to sell commodities or services, including technical or professional consultant services, to the state for one (1) year following the date employment ceased.” As a result, such individuals must be paid as an employee through payroll even if they otherwise meet the definition of independent contractor.

Contact Human Resources for review and proper designation before the individual is scheduled to do any work If you have questions or need additional assistance with issues related to determining independent contractor versus employee status, please contact Michele Burns in Human Resources (tmburns@uark.edu or 575-4824).

Additional References:

Fayetteville Policy and Procedure 312.0

Fayetteville Policy and Procedure 404.0

Examples of interdepartmental services are: Departmental Supplies section of the Bookstore, Computer Services, Mailing Services, Printing Services, Physical Plant, and Telephone Services. Some interdepartmental transactions are processed by a transfer of funds between departments and no purchase order is required. Departments must maintain budgetary control measures to relate these purchases to total available funds. Purchase Orders will still be required when purchasing equipment (non-consumable items with unit costs $500 and greater).

As of December 31, 2016, all internal blanket orders with the Bookstore will be canceled. Therefore, we recommend you begin using a PCard for your orders with the Bookstore and cancel your internal blanket orders as soon as possible. 

A new Governmental Accounting Standard (GASB 87) regarding leases is set to take effect for fiscal year 2021.  Be aware additional analysis or data collection on leases may be needed on any leases that extend into fiscal year 2021.

Send your LEASE questions to Financial Affairs early in the process of establishing lease contracts.  Include your Procurement Coordinator early in the process to help facilitate the purchasing piece.

What is a Lease?

Under GASB 87 a lease is defined as a “contract that conveys control of the right to use another entity’s nonfinancial asset (the underlying asset) as specified in the contract for a period of time in an exchange or exchange-like transaction.” 

Lease Contract Classification

  1. Short-term leases (max term of 12 months or less, or month-to-month)
  2. Contracts that transfer ownership
  3. All other leases

The terminology of “operating” and “capital” leases will be eliminated.

Lease Contract Examples

A lease contract may include financial or non-financial assets, amortization schedules, multiple payments/installments, etc.  Applicable examples of lease contracts are:

  • Commodities (e.g. computers)
  • Copier Leases
  • Equipment
  • Real Property
  • Tangible or Intangible
  • Financing Agreements/Commitments
  • Rental of Storage/Space
  • Motor Vehicles

How does this impact campus?

All rentals, leases and lease/purchase contracts or renewal of any such contract for commodities require prior review by Financial Affairs for accounting compliance regarding lease recognition, measurement and related disclosures.  Send your LEASE questions to Financial Affairs early in the process of establishing lease contracts.  Include your Procurement Coordinator early in the process to help facilitate the purchasing piece.

All rentals, leases and lease/purchase contracts or renewal of any such contract for commodities require prior approval. Written agreements should be submitted by "Create Supplier Contract" in Workday for review by Financial Affairs, Legal, and Procurement. 

Meeting temporary needs is one of the prime reasons for renting without including an option to purchase. All contracts for rental or lease of a commodity which exceed a cost of twenty thousand dollars ($20,000) during the initial period of the contract, and all contracts for the lease of a commodity which do not exceed twenty thousand dollars ($20,000) during the initial period of the contract but contain an option to purchase a commodity costing more than twenty thousand dollars ($20,000) must be awarded on the basis of competitive bids with the following exceptions: Postage meter leases.

Motor vehicle leases for thirty (30) days or more may be procured by use of competitive bid procedures. However, all motor vehicle leases must be approved by the Office of State Procurement Director.

Most lease/rental of real estate (land, building, warehouses, parking lots, towers, etc.) requires the coordination and approval by Arkansas Division of Building Authority (DBA). University needs should be identified and requested through Risk and Property Management.

Risk and Property Management will submit requests for new leases to DBA. Such requests should be submitted ninety (90) days prior to the date the property is needed. DBA will review the request, locate or confirm appropriate property, and act as leasing agent for the University in negotiating the lease/rental of such property. Renewals on Lease/Rental Agreements are also coordinated by DBA through Risk and Property Management.

 

The University is under no obligation to pay for licenses and certifications required to hold a position of employment. However, the University may elect to pay certain licensing and/or certification fees when there is a justified need that provides a benefit to the University. An example of such a need that benefits the University is in the case of the need to fill a position for which no qualified applicants are available who already possess the required licenser, or when labor market conditions are such that it is difficult to recruit and retain employees with the required certification. Human Resources may be asked to assist in verifying the necessity of such payments for specific positions based on past experiences in recruiting and/or turnover rates.

To initiate payment of licenses or certifications that meet the test of:

  1. Being required to perform the duties needed by the University, or
  2. Necessary to recruit and/or retain employee(s) in a position required by the University,

The department should submit an electronic Requisition and this justification form clearly describing the need and the circumstances of the request to the Procurement office.

When bidding air conditioners, heat pumps, and refrigerator/freezers, life cycle cost formulas provided by the Office of State Purchasing must be used in evaluating bids. Additional commodities may be added to this list at any time.

 

Equipment for Inventory purposes is defined by the state as “tangible property with a unit cost of $2,500.00 or more and a normal usage life of two (2) years or more, except land or buildings.”

Regardless of dollar value, property may not be traded, sold, salvaged, destroyed, transferred to other state agencies or cannibalized until the Surplus Manager and Marketing and Redistribution have given prior approval. A written request must be submitted to the Surplus Manager for each item to be traded, sold, salvaged, destroyed, transferred to other state agencies or cannibalized. Include the manufacturer, model, description, serial number, and University of Arkansas Tag Number (if one exists).

In instances where items have become surplus to a department: the departmental contact must enter each inventory or non-inventory item into the BASIS - AIMS via the Surplus process. Once the surplus batch has been approved, a “Request for Disposal of Surplus Property” report and surplus-inventory bar code labels will be sent via campus mail to the departmental contact. The surplus-inventory bar code labels should be affixed to the front of the appropriate item.

The Surplus Manager, in coordination with the departmental contact, will schedule a time for pick up of the items. When items are picked up, the departmental contact must sign a copy of the report verifying what items were picked up. The items are transported back to the surplus warehouse. After items have been received and moved to the Surplus Warehouse, the budgetary unit for all capital items will be changed from the department's BU to the surplus warehouse's BU.

These items will no longer be the responsibility of the surplusing department. Items received at the Surplus Warehouse are either held for recycling back on campus, sold by sealed bid, scrapped, or sold through public auctions.

Motor Vehicles eligible to be registered for highway use, whether registered or not, may be cannibalized after obtaining authorization. These vehicles will not be removed from your inventory listing until the carcass of the vehicle has been disposed of by M&R. In no event shall more than ninety days elapse between authorization of cannibalization and processing the carcass for disposal by Marketing and Redistribution.

MINORITY AND WOMEN-OWNED BUSINESSES

It is the policy of the State of Arkansas to support equal opportunity as well as economic development in every sector. In accordance with the Minority and Women-Owned Business Economic Development Act, UA shall support to the fullest all possible participation of companies owned and controlled by minority persons and women in state-funded and state-directed public construction programs and in the purchase of goods and services to meet an annual goal of fifteen percent (15%) of the total expended:

  • Ten percent (10%) for minority business enterprises with two percent (2%) allocated for service-disabled veteran-owned minority business enterprises; and eight percent (8%) for all other minority business enterprises; and
  • Five percent (5%) for women-owned business enterprises

Pursuant to Ark. Code Ann. § 19-11-229, 19-11-230 and 22-9-203 the State of Arkansas encourages all small, minority, and women owned business enterprises to submit competitive sealed bids and proposals for University projects, including capital improvement projects. Encouragement is also made to all general contractors that in the event they subcontract portions of their work, consideration is given to the identified groups.

Search the Arkansas Economic Development Commission (AEDC) Minority and Women-Owned Business Directory  to research businesses by name, description, etc. and to help facilitate your bid requests (including competitive quote bids).

NOTE: Purchases of up to $40,000 can be made without competitive solicitation if using an AEDC certified minority business or AEDC certified women-owned business enterprise.

Minority-Owned Business is defined by Arkansas Code Annotated § 15-4-303 as a business that is at least fifty-one percent (51%) owned by one (1) or more minority persons who are lawful permanent residents of the State of Arkansas:

  • African American
  • Hispanic American
  • American Indian
  • Pacific Islander American
  • Asian American
  • A Service-Disabled Veteran as designated by the United States Department of Veterans Affairs 

Women-Owned Business is defined by Act 1080 of the 91st General Assembly Regular Session 2017 as a business that is at least fifty-one percent (51%) owned by one (1) or more women who are lawful permanent residents of the State of Arkansas.

AEDC Business Certification Process

The AEDC conducts a certification process for minority-owned and women-owned businesses. If certified, the Prospective Contractor’s Certification Number should be included with quotes or on the bid signature page. 

The AEDC encourages the employment of small business and minority business enterprise pursuant to the provisions of Part 19 of the Federal Acquisition Regulations. 

 

Moving/Relocation:

  • Tax Law Changes for Moving Expenses
    • The newly enacted tax law prevents a tax-free reimbursement of moving expenses beginning January 1, 2018.  
  • Moving Expenses
  • Moving Guidelines
  

The UA has entered into an agreement with Staples that includes highly competitive discounts on commonly purchased office supplies and value added services such as direct delivery to campus, marketing research, flexible shopping options and specialized account representation. 

Shipments:

  • Staples carrier services deliver all shipments direct to the campus building/office. 
  • Deliveries will no longer go through the University Bookstore.
  • Frequency of deliveries will occur 1 – 2 times per day.
  • Orders placed will be delivered next business day for most all items.

 Contract:

  • UA utilizes the competitively solicited Staples contract under E&I Cooperative Services for higher education.
  • Staples offers other items besides office supplies that include furniture, technology products, breakroom supplies and print products.
  • Purchases should be made via p-card or UA punch-out to obtain the ultimate discounts.
  • Always consider Staples family of brands for lower pricing options before choosing brand names:

TRU RED™
From pens engineered to perfectly fit your hand to shredders so quiet you’ll barely hear them work, TRU RED delivers business essentials designed thoughtfully to work beautifully.

NXT Technologies™
NXT Technologies offers office essentials such as 12-outlet surge protectors, no-hassle wireless chargers, crackle-free speakerphones, and more.

Perk™
Perk up your workplace with plates, cutlery, TP, sanitizer, and cleaning supplies.

 Account Management:

  • Staples has a team dedicated to the UA campus and are available any time for questions on orders, shipping/receiving, pricing and general questions. The Staples account team works closely with UA Procurement on a regular basis providing information, feedback and holding business reviews periodically.
  • Staples may poll campus departments occasionally to seek on-going improvements and ensure best user experience.
  • Staples oversees the delivery services courier to ensure quality delivery services are provided to the UA community.
  • UA works closely with E&I account management ensuring the E&I Staples contract offerings are available and utilized to the fullest extent.

All paper products not on a state contract and not considered an Amendment 54 item greater than $20,000 will be bid. Paper products that are considered to be “Constitutional Items” are subject to even stricter bidding requirements. The University is required by law to give preference to recycled paper whenever purchasing paper products of any kind and to report paper purchases to the Office of State Procurement on a monthly basis.

 

Except for Student and/or Official University functions, University/Public funds are not to be used to procure items which are primarily for the personal convenience, use, benefit, or remembrance of employees. Example of non-allowable items include, but are not limited to:

  • Aspirin, etc. for general day-to-day use
  • Candy
  • Coffee makers and supplies
  • Coffee service
  • Cooking appliances
  • Microwaves
  • Flowers (except for official University functions)
  • Refrigerator Units
  • Supplies and food for office parties
 

Employee reimbursement for out of pocket purchases of items not incurred as part of authorized travel must be requested by submitting a transaction in RazorBuy using the Employee Reimbursement form, including an explanation of circumstances requiring out of pocket expenditures, and submit itemized paid receipts. Employees are strongly cautioned that only emergency situations warrant the use of personal funds.

Non-employee reimbursement is processed by requisition in BASIS and completing a Non-Employee Personal Reimbursement form with an explanation of circumstances requiring out of pocket expenditures, and submit itemized paid receipts.

Under certain circumstances reimbursements may be made to students and official guests when conducting official University business.

Constitutional Items

Items listed in Amendment 54 to the Constitution of the State of Arkansas are subject to special bidding requirements. The State's definition of printing is “the process of transferring images, by use of standard industrial type printer ink, upon paper documents such as letterhead, envelopes, pamphlets, booklets and forms." (wet ink on paper versus dry ink which is toner used by digital copiers).  All commodities subject to Amendment 54 that are not available from Printing Services, the Departmental Supplies section of the Bookstore,  State Contract, or by another state entity must be bid by Procurement or the Office of State Procurement.

Departments are not permitted to take their own bids on constitutional items regardless of dollar amount. For the convenience of ordering departments, the Departmental Supplies section of the Bookstore stocks many State Contract items and can special order others from the state contract holder for office supplies.

State agencies that are available to complete printing requests include Arkansas State University, University of Arkansas for Medical Sciences, University of Arkansas Little Rock, and the University of Arkansas Cooperative Extension Service.

Contact Ellen Ferguson for questions about setting up the printing bid process and bid specifications.

Purchase Orders create a binding contractual obligation on the University. Cancellation is therefore often limited to cases of default by the vendor or by mutual agreement of the contracting parties. Cancellation of a purchase order can be made only after the ordering department submits an explanation with specific reasons for the cancellation and it is approved by the Purchasing Division. Some reasons that may allow cancellation of a purchase order are:

  • Requested by ordering department and vendor concurs.
  • Requested by vendor and ordering department concurs.
  • Duplicate of a previous order.
  • Vendor unable to supply.
  • Non-delivery by vendor.
  • Vendor failure to meet specifications or conditions.
  • Order issued in error.
  • Funds unavailable - blanket/standing orders only.
  • No longer needed - blanket/standing orders only.
  • If a cancellation is not approved, the ordering department will be notified. 

All types of purchases from University Company Cost Centers, regardless of source of funds, are subject to regulations and procedures as stipulated in Arkansas statutes. The Procurement Division is the sole purchasing authority for the University. Only purchases authorized by this authority are legal obligations of the University.

The Procurement Division has delegated limited purchasing authority to the University Libraries for purchasing library books, periodicals, on-line subscription services and similar materials for lending and reference purposes. For these purchases, orders may be issued directly from the Library to the vendor. All other purchases are to be processed through the Procurement Division.

 

A variety of software and licensing options are available to the University of Arkansas campus. A detailed listing of the types of software, license and availability is located on the IT Services software index webpage:  https://its.uark.edu/software-equipment/get-software/index.php. For specific IT related services including, web conferencing, storage, email and phone services, please refer to https://its.uark.edu/services.php.

For further technical questions regarding hardware/software information and guidance, please navigate the IT Services Website, or contact the IT Help Desk or 575-2905.

 

Sole Source purchases can be made only after the ordering department submits a requisition with a completed RazorBuy Sole Source justification form.  A signed statement from the vendor (on letterhead) verifying their unique or proprietary specification information should be attached to the requisition for Item Number 3 below. The Business Services Procurement office will review for approval of such purchase.

Sole source purchases can be justified in one of three ways:

  1. Purchase of repairs involving hidden damage.
  2. Purchase requiring performance compatibility with existing commodities and/or services.
  3. Purchase based on performance specifications.

Contact 4-help or your Procurement Coordinator for additional information.

 

Only those individuals who are knowledgeable about procedures for handling shortage and damage claims should have authority to receive freight shipments. It is very important that the individual receiving freight attempt to determine if damage has occurred prior to signing for receipt of the shipment. Undetected or concealed damage may result in the department having to assume partial responsibility for replacement cost. For this reason, it is important to note any carton or crate damage on the receipt/bill. When receiving freight the following items should be verified: 1) Ship To Address, 2) Purchase Order Number, 3) Condition of Shipment

Noting and Reporting Freight Damage: If damage is apparent, the freight receipt/bill should be so noted by the receiving party prior to signing the receipt/bill. Any dents, scratches, punctures, or damage of any nature to carton or crating should be noted on the receipt copy and consignee copies of the freight bill. Any shortages should be noted on the freight bill prior to signing for receipt. Concealed damage claims must be filed within fifteen (15) days of receipt of shipment.

NOTE: DO NOT DESTROY CARTONS OR OTHER MATERIALS USED IN PACKING. As soon as damage is discovered, a Department should immediately call the delivering carrier and request inspection. When the agent of the carrier comes, he must see the packing and merchandise. The agent must complete a concealed damage report and provide a copy to the department.

All sponsorships, regardless of the amount, must be reviewed/approved by VCAD.  Submit requests for event sponsorships to Advancement's Office of Special Events via email: spev@uark.edu.

Refer to the Community Event Sponsorship Guidelines.

If information is needed prior to requisitioning any contract item, contact your Departmental Buyer/Procurement Coordinator. To locate the Departmental Buyer/Procurement Coordinator assigned to you, see the BU Assignments list. 

See our website for statewide and University term contracts. Additional commodities may be added to this list at any time. These items must (if mandated) be purchased from the contract source or through a University source such as University IT Services.

For further information visit the Business Services Procurement Division web site.

 

Equipment for Inventory purposes is defined by the state as “tangible property with a unit cost of $5,000.00 or more and a normal usage life of two (2) years or more, except land or buildings.”

Regardless of dollar value, property may not be traded, sold, salvaged, destroyed, transferred to other state agencies or cannibalized until the Surplus Manager and Marketing and Redistribution have given prior approval. A written request must be submitted to the Surplus Manager for each item to be traded, sold, salvaged, destroyed, transferred to other state agencies or cannibalized. Include the manufacturer, model, description, serial number, and University of Arkansas Tag Number (if one exists).

In instances where items have become surplus to a department: the departmental contact must enter each inventory or non-inventory item into the BASIS - AIMS via the Surplus process. Once the surplus batch has been approved, a “Request for Disposal of Surplus Property” report and surplus-inventory bar code labels will be sent via campus mail to the departmental contact. The surplus-inventory bar code labels should be affixed to the front of the appropriate item.

The Surplus Manager, in coordination with the departmental contact, will schedule a time for pick up of the items. When items are picked up, the departmental contact must sign a copy of the report verifying what items were picked up. The items are transported back to the surplus warehouse. After items have been received and moved to the Surplus Warehouse, the budgetary unit for all capital items will be changed from the department's BU to the surplus warehouse's BU.

These items will no longer be the responsibility of the surplusing department. Items received at the Surplus Warehouse are either held for recycling back on campus, sold by sealed bid, scrapped, or sold through public auctions.

Motor Vehicles eligible to be registered for highway use, whether registered or not, may be cannibalized after obtaining authorization. These vehicles will not be removed from your inventory listing until the carcass of the vehicle has been disposed of by M&R. In no event shall more than ninety (90) days elapse between authorization of cannibalization and processing the carcass for disposal by Marketing and Redistribution.

The University is committed to sustainability in procurement by conducting business with integrity and a strong core value of being a good steward of the environment to ensure a better quality of life, both now and for generations to come. We will purchase equipment and supplies that are energy efficient and environmentally friendly whenever they are available and practicable.

 

The Vendor expressly acknowledges that state funds may not be expended in connection with the purchase of information technology unless that system meets certain statutory requirements, in accordance with State of Arkansas technology policy standards relating to accessibility by persons with visual impairments.

Accordingly, the Vendor represents and warrants to University of Arkansas, Fayetteville that the technology provided to University of Arkansas for purchase is capable, either by virtue of features included within the technology or because it is readily adaptable by use with other technology, of:

  1. providing equivalent access for effective use by both visual and non-visual means;
  2. presenting information, including prompts used for interactive communications, in formats intended for non-visual use; and
  3. being integrated into networks for obtaining, retrieving, and disseminating information used by individuals who are not blind or visually impaired.

For purpose of this paragraph, the phrase “equivalent access” means a substantially similar ability to communicate with or make use of the technology, either directly by features incorporated within the technology or by other reasonable means such as assisting devices or services which would constitute reasonable accommodations under the American with Disabilities Act or similar state or federal laws.

Examples of methods by which equivalent access may be provided include, but are not limited to, keyboard alternatives to mouse commands and other means of navigating graphical displays, and customizable display appearance.

If requested, the Vendor must provide a detailed plan for making this purchase accessible and/or a validation of concept demonstration.

 

The University of Arkansas Bookstore has partnered with Barnes and Noble College (BNC) to provide a flexible and advantageous consumer experience.  The Bookstore is the exclusive official provider for textbooks (digital, rental, new, used), course materials, and class supplies.  BNC offers online services through the Bookstore website and a price matching program should students, faculty or staff find comparable materials elsewhere. Faculty are highly encouraged to use BNC for teaching supplies and supplying class materials to students. 

For questions regarding ordering, textbook and course material adoptions, price matching or other services please contact the Bookstore General Manager:

Mo Leghari | General Manager

University of Arkansas Bookstore

P: 479/575-2155

E: SM8346@bncollege.com

616 Garland Ave, Fayetteville, AR, 72701  

 

Items not needed or being replaced can be listed as a trade-in on the bid request or requisition submitted for purchase of new equipment. The manufacturer, model, serial number, University of Arkansas property number, date of purchase, price paid, statement of present condition and location must be provided for the trade-in unit.

Since all equipment trade-ins must be approved by Marketing and Redistribution (M&R) in Little Rock, bids will be issued with the stipulation that the trade-in offered may or may not be accepted. Departments should contact the Purchasing Division for special training and assistance when needed.

Federal Surplus Property

Departments may procure needed commodities available at the State Agency for Federal Surplus Property located at 8700 Remount Road, North Little Rock, Arkansas. Authority to procure items at the agency is now administered through identification cards issued to the University. Departments sending individuals to shop at the surplus property agency must obtain temporary use of an identification card at the Office of Business Affairs.

The card is to be returned immediately upon return to campus. If any items are obtained, a "Confirmation "Requisition should be entered from the receipt copy furnished at the time of pick up. The receipt copy of the invoice should be retained as a file copy. The invoice copy mailed to the University should be processed by the regular invoice procedure. Do not use the receipt copy as the invoice.

The following Federally Required and Other Model Clauses are listed for your information as they may relate to Projects or Purchases using Federal Funds or other funding sources. Unless determined otherwise, You, as the Authorized Representative of the submitting company or firm, must select all Required and Model Clauses relevant to the project under discussion and required of your Applicant (or it) and support and complete the requirements before funding for the Project may proceed.

State procurement law does not exempt purchases of used equipment from bidding requirements. Used equipment must normally be bid in the same manner as new. Contact the Procurement Division regarding instructions for used equipment transactions.

 

Remote High Speed and/or Wireless Data Access

The University may pay installation, initial data network equipment, and monthly service costs for remote data access off-campus for employees under the following conditions:

  • The employee requires remote data access to meet work related responsibilities at the University as determined by the employee's supervisor.
  • The employee is responsible for all installation and maintenance of any permanent network infrastructure (e.g., cabling, hubs, switches) installed in the home that is not considered to be part of the ISPs normal installation.
  • The employee certifies that the services will not be used for either “for profit” business activities or for “political” purposes.
  • Eligibility for such payment is approved by the cognizant department head, Dean, Vice Chancellor/Provost, or the Chancellor.
  • Payment is approved by the budget unit head to be charged. Such approval is signified by approval of the requisition authorizing payment.
  • The ISP providing the service is a reasonable cost provider of comparable remote data service in the service area at the time that service is initiated.
  • The University of Arkansas assumes no support responsibility for the commercial remote access services. Support should be obtained through the normal channels provided by the ISP.
  • The employee certifies that any personal use of the access service is either incidental in nature or the non-university use is monitored, logged, and paid for by the individual. Such shared-payment scenarios should be disclosed and justified as part of the eligibility approval process, or at the time any such shared use is begun.
  • Eligibility ceases with separation from the University and is approved annually.
  • To initiate payment for off-campus data access under this policy a department should submit an electronic Requisition in RazorBuy (appropriate procurement method is PO or Employee Reimbursement) along with a justification that clearly describes the need and circumstances of the request to the Procurement Office. A justification form for this purpose is available on-line at www.uark.edu/purchasing, click on forms.