Procurement Policy

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 Linda Hickman 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 at kwalls.uark.edu.  

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/Standing orders are to be issued for small repetitive purchases, rental and lease arrangements. Blanket/Standing orders are not to be used to purchase commodities or equipment, which should be procured by competitive bidding. Blanket orders for small purchases are normally limited to $20,000 per month. There are numerous items available on state contracts, which may be mandatory for the University and, therefore, may not be purchased with Blanket/Standing orders.

Items are added occasionally as the Office of State Procurement may determine a need for additional contracts. This office enters the following statement on all Blanket/Standing orders to vendors where there is a possibility that contract items could be purchased: "Important! Purchase of the following items are not permitted against this order: bulk paper towels, bulk toilet tissue, light bulbs or ballasts, tires and tubes, paper, printing, office machines, telephones or accessories, furniture, video tape, or "capital equipment”.

If an individual purchases a contract item against a blanket order, it will be his or 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 commodity code number. Each food purchase must be justified by listing University function. Receiving/Receipt information for food purchases is located in Accounts Payable Procedures.

Blanket Order Audit Procedures

At the end of every month, after accounting closes, the Financial Analyst runs a statistical sample report from the data warehouse of blanket purchases. The selection process includes:

  • All invoices paid during a period (excluding utilities such as SWEPCO, Arkansas Western Gas, ARKLA, City of Fayetteville, Entergy)
  • Select, on average, 10% of total purchases and assign the purchase to the APO, Buyers and Financial Analyst. The selection process always includes items over $2,500 but after that is a totally random sample (not based on dollar value or BU).
  • The selections are distributed to the various individuals with a date to be returned to the Financial Analyst. The Purchasing staff will review each item and note those that require additional documentation or justification.
  • The Financial Analyst will maintain a spreadsheet detailing which items require additional information and will contact the department requesting such information by a certain date.

As replies are received from departments, the spreadsheet is updated accordingly. If the response is not satisfactory, the information will be forwarded to the Business Manager for managerial review. The Business Manager will respond on an individual incident basis for any inappropriate transaction(s).

If no reply is received from the department, a second notice will be sent within one week of the deadline. If no response is received from this second notification, the department head will be notified (this notification will be initiated by the Financial Analyst but will bear the signature of the AVCB). If a response is still not received, all correspondence will be submitted to the Financial Management and Analyst (FMAN) for further action. The Business Office will take the appropriate action as directed by FMAN.

If, at any time, a suspected fraudulent purchase is discovered, all supporting documentation will be turned over to FMAN.

If, at any time, an inappropriate purchase is discovered, a request for restitution will be made from other sources and the department must provide accompanying documentation.

At the end of the fiscal year (after the Legislative Audit) is completed; all documentation is imaged against the corresponding AP ID number.

Please note that these procedures relate to all blanket purchases except for Wal-Mart and/or Sam’s Club. The same process is followed for these vendors except that a separate query is run.

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.

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.

Contracting authority is specifically identified in a signature authorization delegation document that may be viewed at:

https://vcfa.uark.edu/policies/fayetteville/vcfa/2200-chart.pdf

 The procurement of all copiers, duplicators, and related equipment requires prior approval of Printing Services and the Office of Business Affairs. Requests for such equipment should be directed to Penny Bellard at 5.5970 for evaluation. In evaluating any request, consideration will be given to whether or not the departments' needs can be met by existing equipment. Departments located within the same building, and possibly adjacent buildings, are expected to SHARE such equipment if at all possible. If a request for new equipment is approved, Printing Services will enter a transaction for copiers on a contract to Purchasing. Printing Services will submit a bid requisition to Purchasing if the requested equipment is not on a contract and Printing Services will write the bid specifications and analyze the bids received.
 

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 State Procurement memorandum of April 9, 2002, 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.

 

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. 

 

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.

 

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.  The University of Arkansas is assessing the implication of this change and this policy will be updated in early 2018.
  • Moving Expenses
 

Nearly all office supplies, regardless of intended use, must be purchased from the Departmental Supplies section of the Bookstore in the Arkansas Union or purchased from our contract holder (contact Purchasing Division for current contract holder). As a convenience to departments, most office supply items under contract are stocked by the Departmental Supplies section of the Bookstore. If the Departmental Supplies section does not have the item needed in stock, you may request them to order it for you.

Departments are advised that many items under contract are not available by choice of brand and model number as contracts are awarded on goods meeting minimum specifications or on an "as equal basis.”

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.
 

University funds may not normally be used to procure items which are primarily for the personal convenience, use, benefit, or remembrance of employees. Except for Student or Departmental/Official University functions; example of items falling in this category include, but are not limited to, the following:

  • 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, 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.

Contact Linda Hickman 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.
 

All rentals, leases and lease/purchase contracts or renewal of any such contract for commodities require prior approval of the Purchasing Division. Written agreements should be submitted for legal review with a completed requisition in RazorBuy. 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.

 

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

 

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 BASIS 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.