Podcast
Questions and Answers
What is required for a Miscellaneous Obligation (MO) purchase order request?
What is required for a Miscellaneous Obligation (MO) purchase order request?
- A completed MO form signed by the department director and/or designee (correct)
- A purchase order number
- A fixed asset or attractive item
- A grant funding approval
When is an In Lieu of purchase order request used?
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 (correct)
- When the items are considered fixed assets or attractive items
- When the purchase amount exceeds $50,000
- When the department has received the items by September 30th
What happens if the dollars on the requisition are more than the remaining balance from Commitment Inquiry?
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 (correct)
- The requisition is approved
- The department director is contacted to increase the budget
- The purchase order is cancelled
What is the purpose of referencing the previous fiscal year's purchase order in the Order Attachment?
What is the purpose of referencing the previous fiscal year's purchase order in the Order Attachment?
What is the consequence of increasing a Miscellaneous Obligation (MO) purchase order request?
What is the consequence of increasing a Miscellaneous Obligation (MO) purchase order request?
Who signs the MO form if the dollar amount is over the director level?
Who signs the MO form if the dollar amount is over the director level?
What is the result if a department has received the items by September 30th?
What is the result if a department has received the items by September 30th?
What is the purpose of the Board approved Agenda Item Report (AIR) in the purchase order request?
What is the purpose of the Board approved Agenda Item Report (AIR) in the purchase order request?
What is the requirement for projects/task orders over $25,000.01 but less than $200,000.00?
What is the requirement for projects/task orders over $25,000.01 but less than $200,000.00?
Can Secondary and Tertiary vendors have open purchase orders?
Can Secondary and Tertiary vendors have open purchase orders?
What is the maximum amount that can be requested for a non-quote purchase order?
What is the maximum amount that can be requested for a non-quote purchase order?
What is required to be attached in the Order Attachment for an annual contract?
What is required to be attached in the Order Attachment for an annual contract?
What is the main difference between an annual contract and a one-time purchase order request?
What is the main difference between an annual contract and a one-time purchase order request?
What is required for a Single/Sole Source purchase order request?
What is required for a Single/Sole Source purchase order request?
What is required for an Emergency Purchase, purchase order request?
What is required for an Emergency Purchase, purchase order request?
What is the purchase limit that requires a formal solicitation?
What is the purchase limit that requires a formal solicitation?
What is required for a Piggyback, purchase order request, if not completed by Procurement staff?
What is required for a Piggyback, purchase order request, if not completed by Procurement staff?
What is the purpose of reviewing the solicitation documents in a Piggyback, purchase order request?
What is the purpose of reviewing the solicitation documents in a Piggyback, purchase order request?
What is attached to the Order Attachment after the Board approves the contract?
What is attached to the Order Attachment after the Board approves the contract?
What is required for a purchase order request of $10,000.00 to $99,999.99?
What is required for a purchase order request of $10,000.00 to $99,999.99?
What is required for Architect and Engineering services of $35,000.00 plus?
What is required for Architect and Engineering services of $35,000.00 plus?
What is attached to the Order Attachment for a purchase order request?
What is attached to the Order Attachment for a purchase order request?
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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.
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