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UC DAVIS: ACCOUNTING AND FINANCIAL SERVICES June 8, 2007 DEANS, DIRECTORS, DEPARTMENT CHAIRS, AND ADMINISTRATIVE OFFICERS (Davis Campus Only) RE: Increase in the Open Vendor (OV) Purchase Delegation The Purchasing Department has redelegated to campus departments the authority to purchase certain low-value, non-inventorial supplies directly from vendors using the Departmental Purchase Order (DPO) and Departmental Repair Order (DRO) documents in DaFIS. Effective immediately, the limit of that authority is increased from $2,500 to $4,999 per day per vendor including tax, freight, and handling charges for OV (open vendor) purchases and RO (repair order) transactions. This delegated authority is granted in accordance with UCD Policy and Procedure Manual Section 350-21. All departmental responsibilities regarding those purchase transactions, as outlined in Section 350-21, remain in effect. As a reminder, the open vendor purchase (DPO) delegation is not to be used to obtain items that are available on a University agreement. Agreements have higher purchase delegations, and offer better than average pricing and terms to the University. In addition, the open vendor purchase delegation is not to be used for any of the OV restricted items listed in Section 350-21, regardless of cost. These include but are not limited to the following: * Animals (live laboratory and other) including primate tissue * Computer software that requires license agreements to be signed (does not include registration cards or software compliance agreement that is activated upon installation) * Furniture (see Section 350-27) * On-site labor-related services of any kind (on-site includes University-owned, leased, or rented) * Personnel-type actions or services, including temporary staffing agencies, consultant services, and independent contractors * Rentals of equipment for more than 31 days * Services or materials that are available at a lower total cost through a UCD service * Specially controlled items such as ethyl alcohol, narcotics or dangerous drugs, radioactive materials, and chemical carcinogens * University travel and related meal and entertainment expenses * Other items requiring administrative approval (See Special Conditions Routing Commodities at http://ucdmm.ucdavis.edu/Purchasing/CommodityRouting.cfm) Moreover, it is imperative that the appearance of a possible conflict of interest by anyone involved in the procurement process be avoided at all times. Employees are prohibited from 1) making or participating in the making of a decision if a financial conflict of interest exists or 2) purchasing from any University employee or near relative who has an employee-vendor relationship as defined in Section 350-90. When in doubt, contact the Purchasing Department at (530) 747-3850. Departments are also reminded that the Purchasing Card delegation is $4,999 and there is NO LIMIT for supply purchases placed in UCD Buy. Departments are strongly encouraged to take advantage of the benefits that those systems offer. The Purchasing Department will continue to provide procurement information and, when desired, place orders valued at under $4,999 for departments needing such assistance. For more information, please call (530) 747-3850. Steven A. Frost Director, Materiel Management 07-053
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