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Blanket Orders

The Purchasing Department has created the following spreadsheet to assist departments with tracking spend on blanket orders.  Contact the Buyer if you have questions regarding your blanket order or need to add dollars. 

Types:

  1. Low Dollar Blanket Orders:  Low dollar blanket orders are purchase orders that are intended for low dollar, regularly purchased goods and/or services under $5000 per transaction, maximum of $10,000 per fiscal year.  These orders are generally not supported by a price contract, competitive bid or sole source.  These PO’s will be designated by the PO Type of “BLK”.
    1. The line description should read “Low Dollar Blanket Order for…..(as specific as can be)
    2. The PO must be replaced every 2 years or sooner if there is a change in MFK or spend is greater than $10,000 per year.
    3. Funds are encumbered monthly but amount remaining removed at the end of the fiscal year.
    4. List of items to be purchased must be included in the line item description. Only the goods or services listed on blanket order may be purchased.  Equipment shall not be purchased.
    5. Minimum Requirements for a Low Dollar Blanket Order
      • Twelve vouchers/invoices or
      • Spend of $5,001 or more per year 
      • 2 fiscal years only
      • One MFK
      • Give estimated annual usage
    6. If the annual spend is under $5,000, consider using the Procurement Card instead of a blanket purchase order.
    7. At a Purchasing Agent’s discretion, a blanket order may be closed for minimal activity. 
    8. Departments are responsible for reviewing and verifying the items received closely and diligently.
    9. If the order is for time and materials, please make sure the invoice has the following t&c’s:
      • Name of Individual(s) performing the work
      • Job Classification (if applicable), Apprentice, Journeyman, Master, etc
      • Number of Hours Worked
      • Hourly Rate
      • Dates of Service
      • Itemized Material Listing
      • Material Cost
      • Purchase Order Number
  2. Contract Blanket Orders: Contract Orders are purchase orders intended for multiple, repetitive purchases of goods and services that have been competitively bid or have a pricing contract.  These PO’s will be designated by the PO type of “BOQ” or the PO type that best reflects the type of contract, i.e. Novation, University Contract, Regent, etc.. 
    1. The line description should read “Contract for….specific items” followed by the dates of the contract period. 
    2. Purchase order will remain open for the contract period.
    3. Funds are encumbered monthly but amount remaining removed at the end of the fiscal year.
    4. Minimum Requirements for a Contract Order
      • One MFK
      • Give estimate of annual usage
    5. Departments are responsible for reviewing and verifying the items received closely and diligently.
    6. If the order is for time and materials, please make sure the invoice has the following t&c’s:
      • Name of Individual(s) performing the work
      • Job Classification (if applicable), Apprentice, Journeyman, Master, etc
      • Number of Hours Worked
      • Hourly Rate
      • Dates of Service
      • Itemized Material Listing
      • Material Cost
      • Purchase Order Number

If you have any questions contact the Purchasing Agent.