*Note that all Procurement Code references in the New Mexico Highlands University purchasing website are abbreviated, paraphrased or reworded for clarity and additional relevant parts or requirements may not be included. The Purchasing Department website is intended to provide general advice and access to forms. For more detailed explanations and for answers to any procurement-related questions, contact the Purchasing department.
What is procurement and why do we have procurement regulations/codes?
- Procurement is the purchase of any tangible goods, equipment, services, and construction.
- Procurement regulations/codes are established to provide uniform, fair & equal, and cost effective processes for spending public funds. The processes include various safeguards to protect all those involved.
- Highlands Purchasing Manual and State Procurement Code
- Purchase Order General Terms & Conditions
- This section will guide you through the Highlands purchase requisition form. If you have any questions you may contact the Purchasing Department staff at extension 3249 or 3195.
Click the link below for the purchase requisition form.
Purchase Requisition Form
The following is a guide to help prepare a purchase requisition.
- SUGGESTED VENDOR
- VENDOR INFORMATION
The four empty lines beneath the EIN/SSN line are to be used for the vendor’s name, address, city, state, and zip code. Many vendors will use multiple addresses depending on the type of correspondence. Include the ‘remit to’ address, the address where the purchase order is to be submitted to. Additional instructions may be included, such as ‘Attn: John Smith’, ‘Fax to: 505.454.3109’.
- SHIP TO
The location where Central Receiving should deliver received items.
- P.O. ____ AND BOX ON THE TOP RIGHT HAND SIDE OF THE FORM
Do not complete anything in this area. This section is for the Highlands Purchasing Department to complete for compliance.
- USER CONTACT
Include the name, department and extension number of the person who can be contacted if there are questions about the purchase requisition and its content.
DATE WANTED (REQUIRED)
- Indicate the date when the purchase order should be opened. This date is especially important during the closing & opening of fiscal years and restricted budgets. If there is no particular date when the purchase order needs to be opened, you may include the date when the purchase requisition is being prepared.
- BLANKET ORDER EFFECTIVE DATES/OPEN P.O. EFFECTIVE DATES:
- For ‘open purchase orders’ if a specific timeframe for use is desired indicate the start and end dates.
ACCOUNT 1, ACCOUNT 2, ACCOUNT 3, ACCOUNT 4
- For the ‘Fund, Organization, Account and Program’ (FOAP) to encumber the products and/or services.
- The ‘Account’ to be used depends on the type of expenditure, such as for services, office expenses, telephone, utilities, capital assets, etc. Refer to the ‘EXPENDITURE CODES’ section of this website. There is a downloadable version of this listing on the Purchasing Department homepage. If you are having trouble determining which account(s) to use, you may contact the Purchasing Department.
- A purchase requisition can utilize up to four accounts (FOAPS).
- Review the budget of the FOAP(s) being utilized to determine if there are sufficient funds to cover the requested amount. During processing of the purchase requisition, if there are any FOAPs with insufficient funds, the Purchasing Department cannot continue to process it until there are sufficient funds in the FOAP.
BODY OF THE PURCHASE REQUISITION
- Indicate the numerical order of items listed in the purchase requisition. List consecutively (i.e. 1, 2, 3, 4, 5, etc.)
- The number of products or payments for the line-item.
- For ‘open purchase orders’ include ‘1’ in this column.
- Indicate packaging or purchase measurement (i.e. each, lot (multiple), box, package, roll, bundle, etc.). Use ‘lot’ for ‘open purchase order’ requests or when multiple payments may be made for an item. When using ‘box’, ‘package’, ‘roll’, etc. indicate the quantity in the ‘COMMODITY DESCRIPTION’ (i.e. 12 per box, 3 per package, 30 feet per roll, etc.). Not specifying the quantity per package may cause delays when ordering, with receiving by Central Receiving, and/or while payment is being made.
- COMMODITY DESCRIPTION
- Whenever possible, include a product and/or manufacturer number and pertinent information which will provide a clear and concise description of the requested products and/or services.
- When attaching a quote, it is not necessary to include all of the information from the quote onto the purchase requisition. You should include the most important information as listed in the previous bullet and you may include the following, ‘per the attached quote number _ _ or quote dated on _ _/_ _/_ _’.
- Multiple lines may be used for an item description.
- Additional pages may be attached if the ‘COMMODITY DESCRIPTION’ box does not provide enough space for all items requested.
- UNIT PRICE
- The cost of one unit or one expected payment.
- If making regular equal payments (i.e., weekly, monthly, quarterly, etc.), list the amount to be paid during each payment.
- For ‘open purchase orders’ use the full amount allowable for the item during the life of the purchase order.
- Quantity to be purchased multiplied by the price per unit, (i.e. quantity of 5, times $3.00 per unit will result in an extended price of $15.00).
- When preparing the purchase requisition in PDF format (Adobe Acrobat Reader), the ‘TOTAL’ will be calculated automatically unless there is an error in inputting.
- TOTAL ESTIMATED COST
- When preparing the purchase requisition in PDF format (Adobe Acrobat Reader), the ‘TOTAL ESTIMATED COST’ will be calculated automatically unless there is an error in inputting.
SIGNATURE NAME (TYPED)
- Name and title of individual approving submittal of the purchase requisition. This person must be authorized in writing to expend funds from the account(s) used. This person must also sign the purchase requisition.
- Leave this area blank. This section is for approval for compliance.
- DATE WANTED (REQUIRED)
Listed below are current Highlands pricing agreements. If you have any questions, you may contact Michael Saavedra at 505.454.3053 or firstname.lastname@example.org.
- Invitation For Bid (IFB) – Coming soon.
- Request For Proposal (RFP) – Coming soon.
Gross Receipts Taxes (GRT or NMGRT) are assessed on transactions for services, and construction. GRT is not assessed to Highlands for the procurement of tangible goods.
- For procurement of services, leases and construction, gross receipts taxes are to be paid by Highlands (i.e., repairs to equipment, ink & toner cartridge refilling, painting of murals, construction, fees from professional services such as architectural, engineering, and legal, etc.).
- For procurement of tangible goods, gross receipts taxes are not to be paid by Highlands, except as listed below. Highlands will have to supply sellers (vendors) with a Nontaxable Transaction Certification (NTTC) in order to receive the exemption from gross receipts taxes. The Purchasing Department can provide sellers (vendors) with the university’s NTTC form.
- Gross receipts taxes can be charged to Highlands if the materials procured will be incorporated in a construction project. If procured materials are initially sold without adding gross receipts tax the New Mexico Taxation and Revenue Department can later assess compensating taxes if the materials are later used in a construction project.
- Gross receipt tax rates may differ throughout the state. A flat rate is established by the State of New Mexico and each city/municipality and county may add to the tax rate, thus resulting in differing rates statewide. The State’s Taxation and Revenue department provides a tax rate schedule for two periods in every year. These periods are January 1 – June 30, and July 1-December 31. For the current rate schedule click on the link below.
There will be instances where the buyer/lessee (Highlands) and seller/lessor (vendor) are located in different cities/municipalities or counties and there may be different tax rates in both locations. Generally the gross receipt tax rate is determined by the location of the seller/lessor, with the following exceptions:
- Cellular telephone service – the rate to be used is that of the customer’s place of primary use.
- Construction – the rate to be used is determined by the location of the construction project.
- If you have any questions on gross receipts taxes, contact the Highlands Purchasing Department, ext. 3053, 3195 or 3249.
The following section provides the State statute the Highlands follows for emergency procurements.
13-1-127. Emergency procurements
A. The state purchasing agent, a central purchasing office or a designee of either may make or authorize others to make emergency procurements when there exists a threat to public health, welfare, safety or property requiring procurement under emergency conditions; provided that emergency procurements shall be made with competition as is practical under the circumstances. A written determination of the basis for the emergency procurement and for the selection of the particular contractor or vendor shall be included in the procurement file. Emergency procurements shall not include the purchase or lease purchase of heavy road equipment.
B. An emergency condition is a situation which creates a threat to public health, welfare or safety such as may arise by reason of floods, fires, epidemics, riots, acts of terrorism, equipment failures or similar events and includes the planning and preparing for an emergency response. The existence of the emergency condition creates an immediate and serious need for services, construction or items of tangible personal property that cannot be met through normal procurement methods and the lack of which would seriously threaten;
(1) the functioning of government;
(2) the preservation or protection of property; or,
(3) the health or safety of any person
C. Money expended for planning and preparing for an emergency response shall be accounted for and reported to the Legislative Finance Committee and the Department of Finance and Administration within sixty days after the end of each fiscal year.