22 Questions
What is required for a Miscellaneous Obligation (MO) purchase order request?
A completed MO form signed by the department director and/or designee
When is an In Lieu of purchase order request used?
When the department has not received the items by September 30th and they are not fixed assets or attractive items
What happens if the dollars on the requisition are more than the remaining balance from Commitment Inquiry?
The fiscal staff is contacted to reduce the amount to the remaining balance
What is the purpose of referencing the previous fiscal year's purchase order in the Order Attachment?
To verify the remaining balance for an In Lieu of
What is the consequence of increasing a Miscellaneous Obligation (MO) purchase order request?
It is not allowed
Who signs the MO form if the dollar amount is over the director level?
Assistant County Manager and/or designee
What is the result if a department has received the items by September 30th?
A purchase order is not needed in the new fiscal year
What is the purpose of the Board approved Agenda Item Report (AIR) in the purchase order request?
To attach it to the Order Attachment
What is the requirement for projects/task orders over $25,000.01 but less than $200,000.00?
A minimum of three quotes must be obtained
Can Secondary and Tertiary vendors have open purchase orders?
No, blanket purchase orders are not allowed for them
What is the maximum amount that can be requested for a non-quote purchase order?
$49,999.99
What is required to be attached in the Order Attachment for an annual contract?
All of the above
What is the main difference between an annual contract and a one-time purchase order request?
The duration of the contract
What is required for a Single/Sole Source purchase order request?
The Who, What, When, Where and Why in the Order Attachment
What is required for an Emergency Purchase, purchase order request?
A signed Emergency Purchase form
What is the purchase limit that requires a formal solicitation?
$100,000.00 plus
What is required for a Piggyback, purchase order request, if not completed by Procurement staff?
Verify the commodity/service is not on a current annual contract
What is the purpose of reviewing the solicitation documents in a Piggyback, purchase order request?
To verify that the document contains 'piggyback' clause/language
What is attached to the Order Attachment after the Board approves the contract?
The executed documents
What is required for a purchase order request of $10,000.00 to $99,999.99?
Three written quotes
What is required for Architect and Engineering services of $35,000.00 plus?
A formal solicitation
What is attached to the Order Attachment for a purchase order request?
The Who, What, When, Where, and Why information
Study Notes
Miscellaneous Obligation (MO)
- A MO is required for the ordering and/or receipt of goods or services prior to the issuance of a purchase order, and constitutes a pre-purchase.
- A completed MO form signed by the department director and/or designee is required, with a spending limit of up to $50,000.
- If the dollar amount is over $50,000, the Assistant County Manager and/or designee signature is required.
- The MO form is to be attached in the Order Attachment of the requisition for review.
In Lieu of Purchase Order Request
- In Lieu of purchase order request is used when the department has not received the items by September 30th and the items are not considered a Fixed Asset or an Attractive Item.
- Fiscal staff will reference the previous fiscal year purchase order in the Order Attachment.
- The dollars left are verified by going into Commitment Inquiry.
- If the dollars on the requisition match the remaining balance, the request can be approved.
- The verbiage "This was done as a Miscellaneous Obligation signed by XXXXXXXXXX, dated XXXXXXXX per Procurement Management Miscellaneous Obligation procedures" is to be entered in the Order Attachment, along with an explanation of why the MO was required.
Open Purchase Order Request for an Annual Contract
- Who, What, When, Where, and Why are required in the Order Attachment.
- A Contract Summary sheet copy is to be pasted into the Order Attachment.
- A Board-approved Agenda Item Report (AIR) is to be attached into the Order Attachment.
- A fully executed vendor contract is to be attached into the Order Attachment (if applicable).
- The Contract Summary sheet and/or Contract are to be verified for a dollar limit for a project being assigned under the annual contract.
Open Purchase Order Request for a Non-Quote
- Who, What, When, Where, and Why are required in the Order Attachment.
- The purchase order cannot exceed $49,999.99.
- The purchase order cannot be on an annual contract.
One Time Purchase Order Request
- Who, What, When, Where, and Why are required in the Order Attachment.
- The purchase order cannot exceed $49,999.99.
Single/Sole Source Purchase Order Request
- Who, What, When, Where, and Why are required in the Order Attachment.
- A Contract Summary sheet copy is to be pasted into the Order Attachment.
- A fully executed Single/Sole Source form is to be attached into the Order Attachment.
- A Board-approved Agenda Item Report (AIR) is to be attached into the Order Attachment (if applicable).
Emergency Purchase
- Who, What, When, Where, and Why are required in the Order Attachment.
- A signed Emergency Purchase form is to be attached into the Order Attachment.
Federal Declaration of Emergency
- Who, What, When, Where, and Why are required in the Order Attachment.
- Purchase limits are as follows:
- 0.01to0.01 to 0.01to9,999.99 require one written quote
- 10,000.00to10,000.00 to 10,000.00to99,999.99 require three written quotes
- $100,000.00 plus require a formal solicitation and an independent cost estimate
- Architect and Engineering services $35,000.00 plus require a formal solicitation
Piggyback Purchase Order Request
- Verify the commodity/service is not on a current annual contract.
- If not on an annual contract, request documentation from the entity, including solicitation document, bid tabulation, awarded vendor's bid/proposal, and award letter and executed contract.
- Verify that the solicitation document contains "piggyback" clause/language.
- If the language is in the document, verify that the contract is still valid and the pricing matches the award.
Learn about the requirements and procedures for completing a Miscellaneous Obligation (MO) form, including signature requirements and spending limits.
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