Contracts, Training & Forms

Helpful Procurement information is provided below, including forms, job aids, workshops, Board of Public Works and Board of Regents schedules, and the procedures related to Maryland Correctional Enterprises.    

Training

Procurement and Contracts 101 Workshop

Peoplesoft Job Aides

Forms

It is vital for departments to complete the necessary forms before procuring any goods or services. The accurate submission of these forms enable the university to maintain compliance with state laws and regulations.

Schedules

The Board of Public Works (BPW) and Board of Regents (BOR) meetings often affect the procurement of capital goods and services at the university.

Maryland Correctional Enterprises Procedures

Maryland Correctional Enterprises (formerly State Use Industries) is the preferred vendor for university furniture. The procedures for purchasing furniture as part of a normal renovation project (not including capital projects) are below:

  1. When a campus department establishes a need to renovate an area, they should contact Facilities Management. Facilities will meet with you to determine the viability and general requirements of the project.
  2. If Facilities determines there will be a need for furniture as part of the renovation, the project manager will notify Procurement that a separate meeting to discuss the project furniture requirements will be held. Facilities will continue to work with the customer to develop the space layout and to generate a furniture list for Maryland Correctional Enterprises (MCE).
  3. Procurement will invite an MCE representative to meet with the customer, Procurement and Facilities to review the space and furniture layout, to determine whether MCE can meet the needs of the customer, and to discuss the budget for the project. Once these matters have been resolved, MCE will work directly with the customer and coordinate with Procurement as necessary to complete the project. If landscape office partitions are being purchased, MCE will coordinate that partition layout with Facilities.
  4. If MCE declines the order and issues a waiver, Procurement will solicit quotes from firms currently under contract or, if the furniture cannot be efficiently purchased under existing contracts, the Procurement Department will solicit quotes pursuant to the university’s governing procurement policies.
  5. If the transaction is <$5,000, the transaction can be completed with the procurement card. If MCE waived on the transaction, a copy of the waiver should be included with the sales receipt from the vendor.
  6. If the transaction is >$5,000, the customer will submit a requisition to the Procurement Department. Procurement will process the requisition pursuant to the university's governing procurement policies. If MCE waived on the purchase, a copy of the waiver will be included with the Purchase Order.
  7. The contractor will work directly with the customer to complete the necessary order forms.
  8. Procurement will be responsible for expediting or rescheduling when necessary.
  9. Facilities and Procurement will work together to communicate changes in project schedules that may affect furniture delivery schedules.
  10. Procurement will track all furniture orders, acting as a liaison between the department and contractor, as necessary.
  11. Receiving and Inspection will be coordinated by Procurement, requesting assistance from Material Management and Facilities as needed.

The MCE website contains MCE's furniture catalog. Select "quick ship" to see items available for faster shipping.