Purchasing Department, Staff Resources
Volunteer State Community College | Business & Finance Division
The following documents are in Adobe Acrobat 5.0. To obtain a free copy of Adobe Acrobat Reader 5.0 to view these files, please go to the following website:
Sample Honorarium Letter
How/When to Bid
1. Individual items, or items similar in nature totaling $5,000.00 or above MUST be bid. This includes cost for shipping.
2. A Requisition must be completed with a list of vendors and specifications attached and then forwarded to the Purchasing & Contracts Office.
3. Bids will be typed and mailed to the vendor by the Purchasing & Contracts Office.
4. When bids are opened, an analysis is done and a copy of the analysis, along with a copy of all bids, are then forward to the requesting department. The department will review these bids and make a decision of award.
5. The department may choose to go with total low or individual item low.
6. Please include account number(s) on your requisition. If items are to be split between different account numbers, please indicate what items are to be charged to which account numbers.
7. Do not include catalog prices on specifications that are to be mailed with bids.
8. Departments may not change their bid request after bids are mailed (i.e. increase amount needed) Additional quantities may be purchased on a separate purchase order, if there is written documentation from vendor stating they will honor their bid price.
9. Items that can only be purchased from one (1) known vendor must have a “sole source” letter, from the vendor, attached to the requisition.
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Hardware/Software Purchases
1. All hardware and software purchases must be approved by the Information Technology department.
2. Hardware and software are not to be placed on procards, with the exception of the computer centers.
3. Hardware and software purchases, when received, must be installed by your applicable computer center only!
4. Hardware and software items not on a contract (i.e. state contract, contract from other institutions, VSCC contract, etc...) must be bid when the amount is $5,000.00 or more.
5. Hardware and/or software purchases less than $5,000.00 must be processed on a Requisition for Purchase and forwarded to the Purchasing & Contracts Office.
6. All licensing and maintenance agreements for hardware/software must be forwarded to the Purchasing & Contracts Office for review.
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Capital Projects
1. All Capital Project requisitions must to through our Director of Facilities. Please call Ext. 3797 if you have a request.
2. All requests are then sent to the Purchasing & Contracts Office where they are approved, processed, and forwarded to Tennessee Boards of Regents where a purchase order is done.
3. All invoices for Capital Projects should be sent to the Director of Facilities for a receiving report to be processed. The invoice and receiving report are forwarded to the Purchasing & Contracts Office where a payment request is issued and sent to Tennessee Board of Regents.
4. All problems with shipments or functioning of equipment should be emailed to Cynthia Tschaepe (with a carbon copy to Terry McGovern).
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