Professional Service Contracts
Vehicles
- Why can't I buy a car any time of the year? The car lots have them on the lots all year! Why does it take so long to get the new car once we order it?
- Why can't I buy a vehicle for $249 a month like the TV ads advertise? Am I penalized because I am at the University? I don't think I am getting the best price anyway!
- Is there any insurance form we need to have in our department vehicle
Risk Management
- If I use my personal vehicle for official business is it covered under the University's insurance?
- What is the Student Trip Insurance?
- Who should I contact if I am involved in an accident?
- If I am involved in an accident, should I tell the injured parties that NMSU will take care of their medical expenses?
- What coverage is available if I am renting a vehicle for official business?
Bids
- Does NMSU maintain a vendor bid list?
- At what amount does a purchase go out to Bid/Quote?
- Does every purchase that is $20,000 or greater have to go out for bid?
- How long does the bidding process usually take?
- Do you make exceptions for late bids?
Miscellaneous
- When do I need to do a change order?
- What is the difference between canceling a PO and releasing the encumbrance?
- Why isn't my equipment here yet?
- I haven't been paid for goods/services I have supplied to NMSU. What do I do?
- There is a vendor who would like let our department tryout a piece of equipment. Can we do that?
- Is NMSU tax exempt?
- Who do I contact to get help or information on procurement card?
- Who orders the equipment/services for my requisition?
- What is the Home Depot Nontaxable customer card used for?
- When am I supposed to complete the Professional Service Contract form?
When the dollar amount is $2,500 and over. A formal Professional Service Contract is not required if $2,499.00 and under. Please note that with Professional Services greater than $5,000 the PSC should be accompanied by a proposal from the Contractor defining the scope of service and the associated fees.
- Why can't I buy a car any time of the year? The car lots have them on the lots all year! Why does it take so long to get the new car once we order it?
- The cars the University purchases are fleet built vehicles. The
fleet built vehicles are built to order according to the specifications
we have set up, and that process can take 90-120 days. Sometimes
we receive the
new vehicles much sooner. Rest assured we will notify you ASAP when we are notified of a delivery date. The fleet production lines typically operate from Fall through Spring. Most vehicle models have a "build-out" date that occurs in the Spring, from March through May, depending upon the model. Each manufacturer usually issues a list of "build-out" dates by February.
- Why can't I buy a vehicle for $249 a month like the TV ads advertise? Am I penalized because I am at the University? I don't think I am getting the best price anyway!
The University does not buy vehicles that are on any dealer's lot,
because we are eligible for the pricing offered by the fleet built
vehicles. Fleet vehicles have a much lower price associated with
them, because these
vehicles bypass the normal marketing and promotional routes that
regular vehicles are subject to. Any offer like $249 a month is
a promotional offer, and overall our pricing is better than any
we see advertised. Departments
ordering vehicles normally do pay for the entire purchase at one
time. If financing arrangements are needed, they are available here
on campus. Call John in Purchasing for information.
- Is there any insurance form we need to have in our department vehicle?
There is a general insurance form for the whole University that includes coverage on our department vehicles.
- If I use my personal vehicle for official business is it covered under the University's insurance?
If an employee is involved in an at-fault accident, the State of New Mexico will provide excess liability coverage. This coverage covers any claims related to the accident by the injured parties above that which the employee's personal insurance covers. There is no extra coverage provided by the University for the employee's vehicle.
- What is the Student Trip Insurance?
It is an excess medical policy that covers individuals participating in university sponsored events. It may be purchased at a cost of .19 per person per day. Click Here for directions on how to obtain this coverage.
- Who should I contact if I am involved in an accident?
Please contact the Central Purchasing and Risk Management Office (6-2916). We will have you fill out a Notice of Incident . If damage in excess of $100 or injury to another individual is the result of the accident, please have them contact the Central Purchasing and Risk Management Office as soon as possible. We will have them fill out a Liability Claim Form.
- If I am involved in an accident, should I tell the injured parties that NMSU will take care of their medical expenses?
- What coverage is available if I am renting a vehicle for official business?
The State will provide physical damage and liability coverage for vehicles rented, leased, or loaned to the University subject to the normal $1,000 deductible. Additional coverage may be obtained through use of the university-administered Diners Club Card. Please note that this coverage only applies to within the continental United States. Individuals renting vehicles outside of the U.S. should obtain coverage through the rental company.
- Does NMSU maintain a vendor bid list?
NMSU is now untilizing an Automated Bid System for Invitations to Bid. Suppliers can register by clicking here. Our new system does not include Request for Proposals or Construction bids. Click here for RFP's or Construction.
- At what amount does a purchase order require a Quote?
All purchase orders should be substantiated by some type of offer or quote by a vendor; however, the requirement for an informal written quotation begins at $2500.
- At what amount does a purchase go out to Bid/Quote?
For requisitions $19,999.99 and under the University must solicit three quotes for the service or commodity being purchased. Items $20,000 and greater must go out for formal bidding which must be administered through the Central Purchasing Office.
- Does every purchase that is $20,000 or greater have to go out for bid?
No. Some of these purchases can be made through existing pricing agreements,open orders or state pricing agreements.
- How long does the bidding process usually take?
It varies. From the time we advertise a bid to the date it is opened publicly, we must allow a minimum of ten days. If it is a Request for Proposal or a Construction Bid, more time is allowed between those two dates. Once the bid is opened, we send the paperwork to the department. On an average bids are usually awarded within seven days of the opening. Request for Proposal and Construction bids generally take longer than that due to the size of the material that must be reviewed and the paperwork that is involved.
- Do you make exceptions for late bids?
No. It is the sole responsibility of the bidder to deliver their sealed bid to the Central Purchasing Office by the designated date and time. All bids received after this date and time will be returned unopened.
- When do I need to do a change order?
The following are the instances when a change order is required:
- Changing the description of a line item
- Add or Delete line items
- If the dollar amount of a line item is increased by $50 or greater
OR
- If the total change order amount is $250 or greater
- Canceling a PO in it's entirety
- What is the difference between canceling a PO and releasing the encumbrance?
A PO is canceled when goods/services were not received (i.e.. the order was canceled or it is a duplicate PO). Encumbrances are released when the goods/services have been received, but the vendor did not invoice for the total amount on the PO. Sometimes departments have to estimate the dollar amount and end up with money left over. This is when we release the encumbrance. To get encumbrances released, e-mail Purchasing with the PO number, Vendor name, amount to be released and the account number.
- Why isn't my equipment here yet?
If the estimated delivery date is known, that box is populated in
the "expected delivery date" box. That is the best guideline
we have at the time of the order. If that box is not populated,
you can call the buyer to
check on it, especially if a buyer ordered the items originally.
In some cases you can call the vendor just to inquire about the
delivery date (especially if it's a DPO). When in doubt, call Purchasing.
- I haven't been paid for goods/services I have supplied to NMSU. What do I do?
Begin by contacting the NMSU Accounts Payable (A/P) office at 575.646.1189 or http://www.nmsu.edu/~acctpay . They can tell you if they have been invoiced and, if so, when payment is anticipated. If necessary, A/P will coordinate with the department and/or purchasing to ensure that payment is made.
- There is a vendor who would like let our department tryout a piece of equipment. Can we do that?
Yes, but it would be a good idea to put in an "R0" requisition for $1.00 and send over to purchasing any supporting documentation. Once the requisition is approved, purchasing will issue the purchase order to the vendor authorizing them to bring over the equipment on a trial basis. When the PO is issued, purchasing will detail the vendor's and NMSU's responsibilities. This entails listing the value of the equipment, who will pay for any shipping, the duration of the trial period, and that NMSU will make every attempt to return the goods to the vendor in the condition in which it was received. This is to protect the university in case a problem does arise.
- Is NMSU tax exempt?
Yes and no. NMSU does not pay tax on goods, unless those goods are involved in a construction project. NMSU does pay tax on services. This includes labor to install equipment, rental/lease of equipment, land, and buildings. The rate that applies varies on where the vendor is located or the project is located. It is a good idea to consult the buyer for that commodity area.
- Who do I contact to get help or information on procurement card?
For help or information, please contact Monica Rodriguez at 646-2916 or email at pacard@nmsu.edu.
- Who orders the equipment/services for my requisition?
If the requisition is under $2,500, the department places the order. If it is over $2,500 the buyer places the order.
- What is the Home Depot Nontaxable customer card used for?
This card is required by Home Depot to show that we are tax exempt. You can print it out an take it with you when you go to purchase your items. It is not a "Home Depot" credit card or means to make purchases there.