If you can't find what you need from a preferred supplier, follow these steps:
Step 1: Is the required item covered by a Preferred Supplier Contract?
Review the covered goods and services for preferred supplier listing. The listing includes a detailed description of the goods or services to help the campus buyer understand if what they want to purchase is required to be purchased from a preferred supplier. If the item you require does not fall within any of the covered goods or services on the listing, then normal purchasing policy and procedures apply.
Step 2: Is what I need available from a Preferred Supplier?
If what you require is part of the covered goods and services, search the Preferred Supplier List to identify which preferred supplier can provide the required item. Search Catalogs in BobcatBUY (BCB) if available. Be sure to search directly within the punch-out catalog, using the shop everything box in BCB will give you unreliable results as not all of the suppliers can support this level of search functionality.
If you cannot find what you are looking for from the preferred supplier, inquire with the preferred supplier account manager. The account manager’s contact information is found on the Preferred Supplier list under additional information. Often the account manager can find the item you are looking for or suggest a comparable item.
You may also request help from Purchasing to engage the Account Manager or suggest an alternate preferred supplier to inquire about your item.
Step 3: I can’t find what I need from a preferred supplier, now what?
If after a reasonable research, you are unable to find your desired item from a preferred supplier, or it us not available at the required time, or an acceptable alternative cannot be found, you should follow this guidance:
- If purchase amount is over $50,000, you should request RFP/RFQ from Purchasing at email@example.com.
- If Purchase amount is under $50,000, submit requisition in BCB and complete the compliance questions to request procurement exception. The requisition and justification will be reviewed by the Planning Unit CFAO. If CFAO denies request, return to Step 2 to look for an alternative item from the Preferred Supplier. If CFAO approves the exception, the requisition will be processed by Purchasing and a PO will be created. You should follow your Planning Unit’s exception process to provide the documentation to support the justification for your exception request.