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IS-1808 Purchase Requisitions

Financial Administration

Release Date: 2/12/98
Revision 1: 5/23/01
Revision 2: 6/06/02
Revision 3: 9/02/05
Revision 4: 3/15/06
Revision 5: 2/21/12
Revision 6: 9/29/15

1. Introduction to Procurement

As established by Central New Mexico Community College (CNM) Governing Board Handbook 8.03 and the New Mexico State Procurement Code, CNM's Purchasing Department is responsible for the procurement of all items of tangible personal property, services and construction for the College. The purchasing office has been designated as the "central purchasing office," and the Executive Director of Purchasing has been designated as the “Chief Procurement Officer."  As such, the Executive Director of Purchasing is responsible for promulgating procurement rules, policies and procedures for the College, subject to the approval of the President or her designee.

It is CNM’s policy to process all purchase requests for goods and services by one of the following two methods:

  1. Purchased Order (PO)-processed by CNM’s Purchasing Department
  2. Procurement Card (P-Card)

Departments should never request or accept goods and/or services which do not have an approved Purchase Order or P-card in place. It is CNM's policy to encourage the use of on-campus sources (e.g., Central Stores and Duplicating and Postal Center).  All requests for the purchase of goods and services from off-campus sources, other than those purchased by Procurement Card are to be requisitioned by the requesting department using the online requisitioning process.

CNM policy and the New Mexico State Procurement Code require competitive procurement of goods and services above specified dollar limits, unless the commodities are procured under existing contracts (e.g., GSA/SPD Contracts) or are exempted or excluded from competitive procurement by the New Mexico State Procurement Code.

The Purchasing Department is responsible for soliciting quotes, bids, and proposals and for issuing purchase orders.

Except as otherwise provided in the Procurement Code, that Code will apply to every expenditure by state agencies and local public bodies (CNM) for the procurement of items of tangible personal property, services, and construction.

This procedure explains the use, preparation, routing and approval of Purchase Requisitions (PRs) as they relate to the Purchasing Department.

2. Purchase Requisition General Information

2.1. A purchase requisition (PR) is a request for the procurement of goods and services. Once approved, it must be in the converted into a purchase order (PO), approved and signed by the CNM Purchasing Department. The PR should include a description of the physical or functional characteristics or the nature of items of tangible personal property, services, and/or construction. Specifications may include a description of any requirement for inspecting or testing, or for preparing items of tangible personal property, services or construction for delivery. The department may request budgetary quotations to submit with the purchase requisition. Purchasing may or may not use the budgetary quotes submitted with the purchase requisition.

2.2. All approved purchase requests are generally processed on a first come basis. For requests that require a rapid response, the requesting department should send an email notification to both the Business Office for pre-audit approval and the Purchasing Department.

2.3. Emergency procurements shall be made in accordance with state law. See NMSA 1978, § 13-1-127. The Executive Director of Purchasing or a designee shall make a written determination when an emergency purchase is to be made.

2.4. All completed purchase requisitions are electronically routed to the Purchasing Office with all required approvals from pre-audit, ITS, MCO, and Executive Administration.

2.5. Department requester must upload the Purchase Requisition Checklist (if applicable) and any other back-up documentation such as quotes, travel request forms, GAA forms, sole source/sole brand justification forms, etc., using ONBASE.

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