N.H. Admin. Code § Adm 607.06

Current through Register No. 44, October 31, 2024

Section Adm 607.06 - Field Purchase Orders and Procurement Cards

(a) Pursuant to RSA 21-I:17-a, I, the director may, upon written request of an agency, authorize the agency to purchase commodities directly from vendors by the use of field purchase orders as described in (b) below, or by the use of procurement cards issued for that purpose, provided that the amount of the total expenditure is $1,000 or less.

(b) On a pre-numbered field purchase order form, an agency requisitioning goods under (a) above shall provide:

(1) The date of the field purchase order;

(2) The date by which the commodity or service is required;

(3) Under the heading "ACTIVITY CODE," the applicable activity code, if any;

(4) Under the heading "APPROPRIATION CODE," the full appropriation code for the purchase;

(5) Under the heading "JOB NUMBER," the number, if any, used by an agency to further track expenditures;

(6) Under the heading "COMMODITY CLASS NO.," the commodity code number;

(7) Under the heading "BILL TO," the name and address of the agency that is to receive the bill for the requisition;

(8) Under the heading "SHIP TO," the name and address to which delivery is to be made;

(9) Under the heading "VENDOR," the name and the address of the vendor that is to provide the commodity or service;

(10) Under the heading "VENDOR CODE," the vendor code number of the vendor that is to provide the commodity or service;

(11) Under the heading "VENDOR TEL. NO.," the telephone number of the vendor that is to provide the commodity or service;

(12) Under the heading "CONTRACT NO.," the number assigned by the division to the preexisting state contract, if any, under which the request for commodities or services is being made by the agency;

(13) Under the column heading "QTY," the number of units of each type of commodity or service requested by the agency;

(14) Under the column heading "UNIT," the unit used to calculate quantity, such as gallon, dozen, gross, case, pound, or other unit of measurement;

(15) Under the column heading "DESCRIPTION," a description of each type of commodity or service requested;

(16) Under the column heading "UNIT PRICE," the unit price of each type of commodity or service requested;

(17) Under the column heading "EXTENSION," the extension price;

(18) Under the heading "DOCUMENT TOTAL," the combined total of all requests made on the form, expressed in dollars;

(19) Under the heading "SHIPPING INSTRUCTIONS," whether:

a. Ownership of the item is not to transfer until delivery to a specified site and shipping costs are to be paid for by the vendor, with the cost of shipping then added to the vendor's invoice for payment by the agency, indicated by checking the box entitled "PREPAY & ADD;"

b. Delivery is to be made FOB to the agency's location, indicated by checking the box entitled "FOB DESTINATION;" and

c. There are special shipping or delivery instructions, indicated by checking the box entitled "SPECIAL" and providing a written description of those instructions; and

(20) Under the heading "RECEIVED BY, IF AGENCY PICKUP," the signature of the person who picks up the item from the vendor, if the item is picked up by the agency from the vendor's location.

(c) The head of the department making the field purchase, or the authorized agent of the requesting agency, shall:

(1) Sign the form;

(2) Provide his or her telephone number on the form; and

(3) Certify by signing the form that the purchase is made in accordance with RSA 21-I:11 and RSA 21-I:17-a.

(d) In addition to the foregoing, the agency shall provide on the field purchase order form the name and telephone number of an authorized contact person within the agency.

(e) The contents of the contract terms and conditions appearing on the field purchase order shall not be altered by the vendor, the prospective vendor, or the agency.

(f) No agency shall order the same item from the same vendor by using 2 or more consecutive field purchase orders, or by making 2 or more purchases by use of a procurement card, in such a way as to split orders that total more than $1,000.

(g) A field purchase order shall not be utilized to requisition items under a preexisting state contract unless specifically stated on the notice of contract.

(h) Performance by a vendor under or delivery by a vendor of a commodity requested under a field purchase order shall constitute the acceptance by the vendor of the contract terms and conditions appearing on the reverse of the field purchase order.

N.H. Admin. Code § Adm 607.06

#6355-A, eff 11-20-96; ss by #8193, INTERIM, eff 11-12-04, EXPIRES: 5-11-05; ss by #8310, eff 5-11-05; amd and moved by #9501, eff 7-6-09 (formerly Adm 607.07 ); ss by #10364, eff 7-1-13

Amended by Number 37, Filed September 14, 2023, Proposed by #13708, Effective 7/29/2023, Expires 7/29/2033 (see Revision Note at chapter heading for Adm 600).