Procurement Planning Guide

Commodoties Services

Procurement Planner

>$5,000 to $10,000 (a)

>$5,000 to $10,000 (a)

>$20,000 to $500,000
>$10,000 to $20,000
>$1,500 to $5,000
Advertisements

>$300 to $5,000

>$200 to $1,500
Up to $200

>$500,000
>$10,000
- Estimated Days to

Process an Order
Enter Requisition 1 1 1 1 1 1 1 1 1 1 1
Requisition Approval 1 0 1 1 0 0 0 1 1 1 1
Assign Requisition to Purchasing Agent 0 1 1 1 1 1 1 1 1 1 1
Human Resources - Approval 1 0 0 0 0 0 0 0 0 0 0
University Relations - Development & Review 10 0 0 0 0 0 0 0 0 0 0
Develop RFQ 0 0 0 10 0 0 0 0 10 10 10
Vendor Response to RFQ 0 0 0 14 0 0 0 0 14 14 30
Negotiate with Vendor 0 2 2 7 7 7 7 7 7 15 30
Write Purchase Order / Contract 4 1 1 1 2 2 2 2 3 7 14
Place Advertisement 1 0 0 0 0 0 0 0 0 0 0
Vendor Approval 0 0 0 0 0 0 7 7 7 7 14
IUP Approval 0 0 0 1 0 0 1 1 1 1 1
University Legal Counsel Approval 0 0 0 0 0 0 3 3 3 3 3
Office of Attorney General Approval 0 0 0 0 0 0 0 0 0 30 30
Office of General Counsel Approval 0 0 0 0 0 0 0 0 0 0 30
Right to Know Process to PA Treasury 0 0 0 0 0 0 0 3 3 3 3
Total Days Required to Process 18 5 6 36 11 11 22 26 51 93 168

A/P Check at Time of Procurement (b) 25 12 13 43 18 18 29 33 58 100 175

Develop an RFP 0 0 0 14 0 0 0 0 14 14 14
Evaluate an RFP 0 0 0 7 0 0 0 0 10 10 14
Total Days if RFP Process N/A N/A N/A 64 N/A N/A N/A N/A 82 124 203

A/P Check at Time of Procurement (b) 25 12 13 71 18 18 29 33 89 131 210

Total Days for Labor and Industry approval if

Permit is Required (c)
N/A 58 58 58 58 58 58 58 58 58 58

(a) If a line item is greater than $5,000 VP approval is required. Multiple line items of less than
$5,000 with a total procurement greater than $5,000 does not require VP approval.
(b) A check at time of procurement requires one week to be processed through Accounts Payable.
(c) When procuring equipment, electrical and mechanical changes may require Labor and Industry
approval. Takes approximately eight weeks and can be concurrent with processing the order.
This should always be a consideration when procuring or leasing new equipment. L&I approval
is obtained through Construction and Engineering. Procurement Services does not see a requisition
until approved. Thus, allow two additional days for the requisition process. Note - an item may be
received but it cannot be installed without the L&I approval should an L&I certificate be required.

Note: Actual time may vary. The table is intended as a planning tool for procurements.
RLB - 2-13-09
 Advertisements

>$300 to $5,000

>$5,000 to $10,000 (a)

Commodoties

>$10,000

Up to $200

>$200 to $1,500

>$1,500 to $5,000

>$5,000 to $10,000 (a)

Services

>$10,000 to $20,000

>$20,000 to $500,000

>$500,000
Enter Requisition 1 1 1 1 1 1 1 1 1 1 1
Requisition Approval 1 0 1 1 0 0 0 1 1 1 1
Assign Requisition to Purchasing Agent 0 1 1 1 1 1 1 1 1 1 1
Human Resources - Approval 1 0 0 0 0 0 0 0 0 0 0
University Relations - Development & Review 10 0 0 0 0 0 0 0 0 0 0
Develop RFQ 0 0 0 10 0 0 0 0 10 10 10
Vendor Response to RFQ 0 0 0 14 0 0 0 0 14 14 30