It is important for schools and departments to invest a sufficient amount of time in preparing their requisitions for the items or services needed. Schools and departments must remember that their requisitions will determine what they will receive and how quickly they will receive it. Any additional information supplied to the buyer will help the purchasing process flow smoothly (e.g., suggested suppliers, manufacturer or model numbers, previous POs, brochures or literature). However, if a school/department has critical, complex or expensive requirements, these should be coordinated with the buyer prior to the issuance of the requisition.
The formal Bid or RFP process (for procurements valued over $150,000) may take 45-90 days from the time of receipt of specifications to final approval. Administrative lead time for purchasing includes preparation of the bid or proposal documents and review by the using department prior to release (mailing).
The rule, "Five W's and an H” should be used when preparing or reviewing a requisition.
Who: Who needs it? Who will receive the goods or services? Who will administer the contract and ensure compliance by the supplier? Who are the recommended suppliers? Who is authorized to approve the requisition?
What: What is needed (e.g., item, service, installation, training, warranty)? What are the critical features that the school/department must have? What funds will be used to pay for the item? What is the budget estimate? What are the criteria for acceptance or rejection?
Where: Where must the item be delivered? Where will it be used?
When: When must the item arrive or service be provided? When will the school/department personnel be at the location to receive the item?
Why: Why is the item needed? Why is the delivery time important? Why are certain features important?
How: How is the item to be used? How is it to be packaged for delivery?
