3571.2 SUB-PURCHASE ORDER
(REVISED 3/89)
Items listed below may be purchased by using a Sub-Purchase Order, STD 40 or 40A, or at the agency's option, a Contract/Delegation Purchase Order, STD. 65. Total dollar value, per order, may not exceed limits shown below. The monetary limits are the aggregate cost of items shown on a single order exclusive of taxes and transportation charges.
Items listed below may be purchased without monetary limitations
- Purchases from Prison Industry Authority
- Acquisitions from the State Department of Education, Office of Food Distribution
- Acquisitions from the Department of General Services, Surplus Property
- Purchases of excess personal property from the Federal Government by qualified State agencies
- Interagency purchases
Special Monetary Limit — less than $10,000
- Non-Contract Intravenous solutions
- Cadavers and live laboratory animals
- Prosthetic devices
Special Monetary Limit — $1,000
- Bottled drinking water or distilled water (subject to SAM Section 3612) and ice
Special Monetary Limits — $100
- All supplies and materials except those obtainable from Material Services and/or State Contracts (agencies are encouraged to review State Price Schedules)
- All classes of material not otherwise stated (except under emergency provisions noted below)
Emergency Use
In the event of emergencies where it is necessary to buy material in excess of the dollar limits shown above, the following procedures may be used:
- The agency desiring to make the purchase will contact the nearest Department of General Services, Office of Procurement, explaining the circumstances surrounding the emergency and giving as complete a description of the material, price, and source of supply as is possible. The Office of Procurement Buyer receiving the request will review the circumstances. If the circumstances warrant the purchase, the Authorization to Exceed Monetary Limits of SAM Section 3571.1 by Sub-Purchase Order, GSOP–42, will be issued. The routing of the copies of form GSOP–42 is indicated on the form.
- In the event that it is impossible or impractical to contact the Department of General Services, Office of Procurement, agencies may proceed with the purchase on their own initiative without prior approval by the Office of Procurement. They must, however, immediately (within five days) notify the Office of Procurement of the action taken and the circumstances necessitating such action. On review by the Office of Procurement if, in the opinion of the proper person, such action was warranted, a form GSOP–42 will be made out as indicated above and sent to the agency.
- During any period of a natural disaster (earthquake, fire, and/or flood) an agency, charged with the emergency services support, may process emergency orders, but must, within thirty (30) days after the official termination of said disaster, but in no case more than sixty (60) days from the date of the purchase, submit the proper purchasing document and justification. If, on review by the Office of Procurement such action was warranted, a form GSOP–42 will be made out as indicated above and sent to the agency.
- Copies of the form GSOP–42 noted above will be attached to the copies of the Sub-Purchase Order or Contract/Delegation Purchase Order which the agency shall originate to complete the transaction. All such purchase orders must be clearly identified and marked "EMERGENCY."
