PCSAR Guiding Documents

Purchases under an open account and less than $500.00:

Normally the open account is used to purchase expendable supplies on a regular basis. An account has been established with a vendor and a list of approved individuals for purchasing is maintained by the vendor. If the items to be purchased are less than $200.00 per purchase, the purchase can be made as required by the individual team member. If the purchase cost is $200.00 or more and less than $500.00, a PCSAR officer, prior to the purchase, must authorize the purchase in writing. At the time of the purchase, the receipt must be signed (not initialed) and dated by the purchaser. The description of the item should be adequate to identify the material purchased in more detail than a part number. The receipt from the purchase should be returned to the appropriate location in the PCSAR office. Purchases with petty cash are under this category and require the same documentation.

Purchases not under an open account or over $500.00:

If the required items cannot be purchased under an open account or the price is over $500.00, the individual or committee initiating the purchase request will draft the purchase requirements in sufficient detail such that a purchase order can be completed from the information submitted. A purchase order in excess of $25,000.00 requires either competitive bids or a sole source justification. (This does not exclude competitive bids for lower cost items.)

Competitive bidding procedure:

The proper procedure for obtaining a competitive bid is to prepare the specification and submit the specification to the team or committee at a regular business meeting for discussion. A final, team/committee approved specification can then be reincorporated into the request for quotation that can be sent to a list of interested vendors. All bids received will be reviewed and final approval of the low responsible bidder that best meets the specifications will be made in the normal approval process of PCSAR.

Source procurements:

The sole source justification must be supplied in cases where the purchase exceeds $1,000.00 and competitive bids have not been obtained. The sole source justification will be supplied to the team for review and shall include (at the minimum) the following.

Approval Requirement for Purchases:

Purchases made for PCSAR are subject to review in accordance with the dollar amount of the procurement. The table below shows the authorization level for expenditure of funds.