Q.  Do I have to buy supplies, equipment, etc. that are on an agency/state contract especially if I can buy it cheaper somewhere else?

A.  Yes, if it is a mandatory type contract.  Agency/state contracts are awarded using the competitive bid process.

Q.  What are the dollar limits for Professional and Consulting Services Contracts?

A.  Up to $5,000 can be accomplished on a purchase order.   $5,000.01 to $25,000 must be submitted to OSP for approval.  Over $25,000 will be submitted to OSP and the Legislative Council for review and advice.

Q.  What are the types of bid structures and their dollar limits?

A.  There are three (3) basic procurement structures related to dollar limit for most commodities and services.

Note:  This basic structure does not apply to all commodities and services.

Small order:  $.01 - $5,000      

Competitive Bid:  $5,000.01 – $25, 000

Competitive Sealed Bid:  above $25,000

Q.  Why can’t I “split” a purchase request when the need is for two different jobs or paid from two different accounts?

A.  It is a violation of Arkansas law to split purchases to circumvent the bid process.

Q.  Why must I attach the  registration form to my Purchase Request?

A.  The information contained on the registration form in most case, allow us to process your Purchase Request in an expedient manner.  The registration form will reveal if any other type of approval is required before the PR can be processed.  For example:  items such as meals and lodging require “Direct Billing” approval from the Department of Finance and Administration before we can legally process the PR.   

Q.  If I have a grant why do I have to process a Purchase Request?

A.  Funds for grants can come from many different sources such as state(includes UCA, ADHE, DHS and various other state agencies), federal and private.  These funds are generally taken into the University coffer so the rules and regulations of the State of Arkansas and the University apply.  We have found that when the UCA method of procurement is utilized we are legal 99.9% of the time with any grant requirement. 

Q.  Why can’t printing be procured without a bid?

A.  Amendment 54 of the Arkansas Constitution requires that all Printing and Stationery be procured using the competitive bid process.  Other Arkansas statutes required the use of recycled paper, soy ink, etc. for the printing process, thus the only way to satisfy the full requirement of the law is to bid all printing regardless of the amount needed.

Q.  Can I be reimbursed with Petty Cash for the purchase of food items?

A.  Yes, if prior written approval has been received from your Vice President and the purchase will not exceed $50.00.  Submit receipt and written approval to the Purchasing Department for petty cash reimbursement.

Q.  Is this item on State Contract?

A.  Call Purchasing at 450-3173 or check link under State Contract on the Purchasing Web Site.

Q.  Can I pay for meals and lodging on a purchase order for “state employees”? 

A.  Yes, if written approval for Direct Billing has been received from the Department of Finance and Administration.  Allow 7 to 10 working days for the approval process.

Q.  I have an invoice; what do I do with it?

A.  Make sure the purchase order number is on the invoice and send it to Accounts Payable.

Q.  How much can I buy before I have to get written quotes or how much before we have to advertise for bids?

A.  For most items, $5,000.01 to $19,999.99 requires (3) three written quotes for non-labor related items; (4) four written quotes for labor related items.  $20,000 and over must be advertised and bid.  State law requires this.  This does not apply to printing and stationery.