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Placing Orders

Placing Orders - Who Does What?

How Do I Place an Order?

To place an order, please completely fill out the "green sheet" and turn in to respective person. Green sheets can be picked up from the SoLS Business Office or downloaded here:

Green Sheet (PDF format)
Green Sheet (Word format)

Although we normally process orders promptly, please allow a 48 hour turn around on all requests. Make sure to allow enough time for shipping, etc when placing orders. Due to the high volume of requests, we ask that you avoid waiting until the last minute to turn in orders. ASU Purchasing policy states only one order per account per vendor can be processed each week. Please plan your orders accordingly.

If you are using a vendor that is not currently in our Advantage system, please supply us with as much information about the vendor as you can (i.e.: name, address, phone, fax, website). Many vendors have a website that has contact information. If this is the case, please print this page and turn it in with the green sheet.
If you are placing an order for an item that is over $2000 exclusive of tax and shipping, and this item will be used for research, it is tax-exempt. Please fill out the tax-exempt form that can be found on the Purchasing Forms page and turn it in with your order. It is only necessary to fill this out once since we will keep the original on file for future orders.

For any orders over $5000, please read the information below. You must follow these directions to avoid any delays in the processing of your order. The request will go out to bid if this is not done.

The following are the requirements for orders:

1. Orders from $5,000 to $9,999
   Three quotations (Purchasing can help w/these)
   or
   A one or two line justification stating why you must purchase from this company without competition.
2. Orders from $10,000 to $24,999
   Three quotations (To be obtained by Purchasing. Purchasing welcomes the names/telephone numbers of suggested vendors.)
   or
   A two or three paragraph justification stating why you must purchase from this company without competition.
3. Orders $25,000 & Up
   Formal Bid to be solicited only by Purchasing
   Request for Proposal to be solicited only by Purchasing
   Sole Source (Using as many as possible of the questions for sole source.)
   Justifications vary in length for the different dollar amounts but all should be based on one or more, depending on the dollar amount, of the questions for sole source. What you need to do is demonstrate to the auditors that this order should be placed without competition. State law/Arizona Board of Regents Procurement Code mandates orders be placed with competition.

QUESTIONS FOR SOLE SOURCE PURCHASES

Justification for Sole Source Purchase Form

Please Note: Anticipated cost is not an acceptable sole source justification. Please use a separate sheet of paper, sole source form, or e-mail to answer the following questions.

1. What are the reasons, other than cost, that you selected this brand over other brands?
2. What are the unique features of the item that you have selected? Why are they needed?
a. Provide a description of the unique features.
b. It must state that there is a need for the unique feature of the item that cannot be met by other "similar" items. This should include a detailed description of the intended use of the item and the role of the unique feature.
3. What other manufacturers of this type of product have you looked at that do not meet your minimum requirements?
a. Please list them.
b. Briefly, list the deficiencies for each of the previously referenced manufacturers.
4. What would be the impact on your research if the sole source were denied?
5. What are the implications of going with a different vendor other than the one requested?
6. How will that effect your project/research objectives?