Purchasing - Frequently Asked Questions
Q. Why can't I buy furniture at the Brand X store?
A. Two years ago, the State entered into a furniture contract through a bid process. There were about 40 manufacturers represented. The current contract represents over 100 manufacturers. We receive any where from 40% to 56% off the published list price, based on brand and finishes. All orders are process directly to the manufacturer and delivered and installed by a dealer of record [usually several to pick from]. The goods are shipped to the dealer who is responsible for inspection for damages and returns to the manufacturer, delivery to the campus and installation of furniture in the User area. This is not normally the case with large office discount supply and the return of any damaged goods. Warranty limits are also much better through the contract manufacturers.
Q. What information is required to obtain a maintenance contract for equipment?
A. List the Description of the item, starting with a noun along with the model number, serial number, property record number, building & room number where the unit is located and effective dates [begin on and end on]. Once the REQ is entered, fax a copy of the quote with the REQ number at top to the Contract Administrator [X7343]. This process should be initiated approximately 60 days prior to the expiration of the warranty.
Q. How do I know what's on the state wide contracts?
A. This can be found on the Purchasing home page under State Purchasing Web Site link.
Q. What purchases must have special approvals?
A. Those commodities are: equipment purchased with sponsored funding, IT equipment and some software, radioactive material, live animals and ads for classified and faculty positions.
Q. What requires a Request for Quote [RFQ]?
A. By law, any purchase over $5000 that is not covered by a contract, obtained as a Sole Source or exempt from State purchasing regulations. Most equipment purchases should be processed on a RFQ to validate pricing, terms, conditions and installation regardless of dollar amounts.
Q. How do I return an item to the vendor?
A. Contact the vendor for a Return Goods Authorization [RGA] number and verify the return address and person name who furnished the information. Complete the Discrepancy Memo form and fax to Shipping at X9223. Some companies require a hard copy RGA to be issued. Once that is received, forward the hard copy RGA and Discrepancy form to Shipping via inter- campus mail or fax. Shipping will have the item picked up.
Q. How do I get equipment repaired?
A. ON-SITE Enter a REQ and email the buyer with the REQ number, requesting a Purchase Order by return email. Contract the vendor and schedule the repair.
OFF-SITE Enter a REQ, Purchasing will issue a M-Order and Shipping will print the PO and have the item picked up.
Q. How do I cancel or change a Purchase Order or REQ once it is processed?
A. Email the Buyer with instruction and why you want the change or cancellation. You must reference all the document ID numbers [PO and/or REQ]; chart field strings on Distribution panel can not be corrected on a PO except by journal entry after payment.
Q. How do I tell what the Budget Error is when entering a REQ?
A. While still in the Requisition Add panels, click on Use, then Budget Control Exceptions.
The message will appear at the bottom right under Budget Checking Line Status for each line. Click on Requisition on bottom left to return to Add Requisition.
Q. Why can't I spend "my" grant funds as "I" choose?
A. All funds, regardless of source that are managed by the Medical College of Georgia, must be spent in accordance with established state purchasing guidelines as ruled by the Attorney General of the State of Georgia.
Q. What is considered a Sole Source?
A. A Sole Source is a feature or capability that is only available from a certain manufacturer. The Requestor must state why those features or capabilities are necessary to perform their required duties. When a Sole Source exist, after the Req has been entered, a Sole Source form must be completed and faxed to the buyer, referencing the REQ number. Final determination of the adequacy of the Sole Source is made by the Buyer.