• oDevelop an RFB/RFP from templates, specifying scope, product description, schedule of bid process dates, etc.
• oPost the RFB to the University's Purchase Bid Opportunities website Kentucky State University | Bid Opportunities (kysu.edu)
• oSend the RFB to known vendors with a link to the Bid Opportunities site.
• oAll questions regarding RFB/RFP must go through the Purchasing Director.
• oProvide written responses to vendor questions.
• oEvaluate bids after closing date.
• oNotify the requester of the likely bid recipient to ensure selected bid meets requester's needs.
• oIssue a PO to the awarded vendor without a requisition, using the bid award documentation to support the approvals (see Purchase Requisitions and Purchase Orders section).

Procurement Cards

The Procurement Card (PCard or credit card) program is designed to provide a more efficient means of making routine purchases by reducing paperwork and waiting times, allowing more purchasing responsibility and control at the department and project level, and streamlining the purchasing cycle for frequent low-dollar purchases.

P-Cards were discontinued due to abuses under previous administrations.

Card Issuance

Responsible position(s):

• Purchasing

Required documents and access:

• Request form
• Credit card system access

Frequency and timing:

• As requests are received

Steps:

The current process utilizes numbered cards which users can sign out temporarily. Cards are returned to Purchasing with receipts and account coding for charges made to the card. Best practice for good internal controls recommends issuing cards in the cardholder's name for greater accountability and reduced risk of fraud.

• User requests a card
• Purchasing issues a numbered card to the requestor and logs the request, including purpose and dates requested.
• User makes charges to the card and retains itemized receipts.
• User returns card with itemized receipts to Purchasing.