6015 Purchase Order Requirements

The Purchase Order is the college's formal offer to buy specified supplies, materials, equipment or service. When the vendor accepts it, the Purchase Order becomes a legal and binding contract obligating the College and the vendor. The issuance of the Purchase Order is the responsibility of the Purchasing Agent (i.e., Assistant Vice President of Finance). All expenditures for supplies, materials, equipment, and services must be covered by a properly executed Purchase Order with the exceptions as listed on the policy Request for Payment (Policy No. 6022).

Purchases made by Danville Area Community College personnel without an approved Purchase Order are not a valid claim against the District until validated by a confirming Purchase Order and a properly approved invoice. Any individual making such a purchase without a Purchase Order is personally liable prior to such validation. In most cases, such unsupported invoices will be returned to the vendor, referring the vendor to the individual who placed the order.

The issuance of Purchase Orders by the Purchasing Agent shall be governed by the following provisions on all items and/or services except those exempted in Public Community College Act 110 ILCS 805/3-27.1:

1. Purchases exceeding $25,000: Formal State Bid Required - Must be advertised in newspaper with a waiting period of ten (10) days before public bid opening of sealed bids. A Purchase Order shall be issued only after official action by the Board with respect to bids received under Policy No. 60145.
2. Purchases exceeding $15,000 but less than $25,000: DACC Formal Quote Process - Specifications for purchases prepared and sent to the Assistant Vice President of Finance or his/her designee who will send bid documents to vendors. A minimum of seven days will be provided for vendors to submit bids. Board Action not required.
3. Purchases exceeding $5,000 but less than $15,000: Three Written Informal Quotes Required - A Purchase Order shall be issued after requisition approval by the Assistant Vice President of Finance and the appropriate Cost Center Supervisor/Vice President, and evaluation of attached written quotations received from a minimum of three (3) qualified vendors. For purchases of computer hardware equipment and related peripherals, the manufacturer's educational discounted price list can be used in lieu of three (3) written quotes.
4. Purchases exceeding $1,500 but less than $5,000: Documentation of Two Verbal Quotes - A Purchase Order shall be issued after requisition approval by the appropriate Cost Center Supervisor and the Assistant Vice President of Finance, and evaluation of attached documentation of two (2) oral quotes.
5. Purchases of $1,500 or less: Competitive Pricing if Appropriate - The Requisitioner/Purchasing Agent will insure that competitive buying principles are followed.
6. Purchases below $500 utilizing a DACC credit card, after requisition approval by the appropriate Cost Center Supervisor, will not require a Purchase Order, but can be submitted as a Request for Payment with the appropriate receipt attached.
7. A Purchase Order shall be issued upon requisition approval by the Assistant Vice President of Finance and the appropriate Cost Center Supervisor/Vice President after utilization of comparative pricing measures, if available and appropriate. The Purchase Requisition must include verification that the list of BEP vendors has been reviewed to assure that qualified BEP vendors have been considered for each purchase.