Purchasing and Business Services Manual (PUR)

Interim Posting

Note: At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.


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Effective: 3/1/1965

Revised: 11/12/2014

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PUR 502–01: Purchasing Responsibility and Authority for Selection

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Purpose

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To establish the authority for selecting suppliers

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Source

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University policy

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Applicability

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All formal solicitations

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Policy

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Soliciting Suppliers

Purchasing and Business Services is responsible for contracting with the best sources of supply for the university. However, user departments are encouraged to provide ASU buyers with the names of suppliers to broaden the supplier base. These suppliers need to be set up in the VNAS table for ASU to do business with them. If a supplier is not in the VNAS table, the user department establishes a Supplier Entry document in Advantage. See PUR 502–07, “Supplier Entry.” ASU buyers will send solicitation letters to both suggested and already known suppliers.


Selecting Suppliers

As Purchasing and Business Services is a customer-focused organization, the supplier selection process is made in association with user departments. In any formal solicitation process using evaluation factors other than cost, a buyer will work with the department in establishing the selection criteria. The criteria may include: time of delivery after receipt of an order, packaging and addressing, direct delivery to the work site, return policy, length of time a price will be guaranteed, electronic order capability, adequacy of invoicing, and many other factors. The user department agrees to these criteria when it approves the draft solicitation documents.


Awarding Suppliers

The buyer will review the supplier responses in context of the evaluation criteria and recommend the award structure to the user department. The user department may justify an award different from the buyer’s recommendation. If this justification warrants reconsideration, the buyer will agree. As buyers are experts in the purchasing process, and users are experts in their particular disciplines, users often identify something in the bid responses that is not apparent to a buyer.

In those rare cases in which the buyer cannot agree with the justification submitted by the user, the final authority for selection of the supplier rests with the chief procurement officer.

Note: Throughout the evaluation process, both the buyer and the user should strive to document the rationale for decisions, as all such documentation is subject to outside review.

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Cross-Reference

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For additional information on supplier selection, see PUR 502–03, “Award of Contract for Goods and Services.”


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