Orders can be placed directly by the department by using the standing order number, as long as the guidelines set forth in the order are adhered to. Establishing a standing order requires the submission of a memorandum requesting the order and providing all necessary information to include the account code, type of purchase or service, unit cost, vendor's full name and address, authorized individuals and any other pertinent data. Maintenance Contract Orders Maintenance Contract Orders are orders established for a period up to one year to facilitate repetitive maintenance service calls or to establish a maintenance agreement for a specific period of time. Maintenance contract orders for service from the original supplier or manufacturer do not require bidding. Third party maintenance is subject to the rules of competitive bidding.
Departments bare the responsibility to initiate and maintain their maintenance contracts.
To establish a maintenance contract order, the department should contact the supplier or manufacturer for a proposal, service contract or maintenance agreement. After one of these is obtained, submit a requisition with the proposal, contract or agreement attached as backup. A regular purchase order will be generated and forwarded to the vendor with a copy of the proposal. Maintenance contracts may be renewed annually, but a new order is required each year. To renew service, a requisition should be submitted with either a new proposal or an invoice.