These are the rules for placing orders and making purchases from
the JRM lab as of February 2004. Read them, learn them, live them...
See also the Physics Department's Purchasing Guidelines.
J. R. Macdonald Lab Ordering Procedures
All proposed orders will be written on an appropriate order sheet (now available on the shared JRM "S:" drive at "S:\Purchasing\OrderForm.pdf". and soon to be available on the web), and submitted to the appropriate lab representative for signature on the "approved" line. The order will then be assigned a P.O. (purchase order) number.
Lew Cocke is the appropriate authority for authorizing major expenditures and general lab purchases; Itzik Ben-Itzhak for research equipment; Chii-Dong Lin for theory group purchases; Kevin Carnes for accelerator or source items, computing and electronics; and Zenghu Chang for high-intensity laser gear. Carol Regehr provides the purchase order numbers and handles the books.
The ordering procedure must comply with the regulations of the KSU central Purchasing Office. The goal of the purchasing rules is to achieve a balance of low cost, time efficiency, and fairness to vendors and buyers.
The categories are:
1. Orders for a total amount less than or equal to $5,000 INCLUDING shipping cost.1. The items in Category 1 can be ordered directly from the vendor by telephone. Some vendors may ask you to type the order on an official letterhead and fax it to them. You are encouraged to shop around and be aware of multiple vendors for items of interest to you.
2. Orders totaling $5,000 or more.
2. For items in Category 2, we write specifications and send them to the Purchasing Office in Anderson Hall. The Purchasing Office sends these specifications to our recommended vendors on their own official forms. After about 2 weeks (3 weeks for > $10K) we receive the bids. If we want any vendor other than the low bidder, we must state why and exactly which of our original specifications are not satisfied by the low bidder.
The central Purchasing Office of KSU frowns on the practice of splitting large orders into multiple smaller orders for the purpose of avoiding the bid process.
