Procurement Process

The Office of Procurement is a service unit within the Office of Business Services which supports the educational mission of Montgomery College. The Office of Procurement is responsible for providing procurement leadership, coordination, and strategy for the College. The office assists faculty and staff with the identification, selection, and acquisition of required goods and services in accordance with Board of Trustees policy and local, state, and federal laws. 

Read or print out A Quick Guide to Procurement (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.)  .

Unauthorized Purchases: Unauthorized purchases are purchases of goods, services, or construction where Board Policy and Procedures have not been followed as prescribed. In all cases, unauthorized purchases delay payment to the vendor. Every effort should be made to ensure that purchases are made in compliance with Board Policy before a commitment is made with a vendor for goods or services.

Ordering Methods

Online Purchase Requisition

Self Service Banner (Electronic Requisition): A Banner form that is prepared by College units to request goods and services from vendors. Banner automatically assigns a Requisition Number to each purchase requisition. The Purchase Requisition is not a legally binding document, and neither the Purchase Requisition Number nor the Purchase Requisition itself should be given to a vendor.

New users of online Purchasing Requisitions and Approvals need two tools:

Existing users of Banner Finance:
If you need permission to enter a requisition for a specific account number, your manager must complete the Banner System and Data Warehouse Account Requestnew window

Existing users of Image Now:
If you do not have the PM Procurement application plan, you must fill out theImageNow (IN) Data Collection formnew window.

How do I send a purchase requisition to the Office of Procurement?

Purchase Requisition – Self Service Banner (Electronic Requisition): A Banner form that is prepared by College units to request goods and services from vendors. Banner automatically assigns a Requisition Number to each purchase requisition.

What approvals are required?

Approval from the account manager or designated approver is required. The approver will sign into Banner to review the requisition(s) and approve or disapprove the requisition.

When are extra quotes or bids required?

This depends on the total dollar amount of the order. Orders with a monetary value of $10,001 to $25,000 require 3 quotes unless it is a Special Purchase Request (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) or Emergency. Orders above $25,000 requires a bidding process.

How do I change an Order?

Fill out a Change Order Request Form (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.)  and submit it to the Office of Procurement, specifying PO number and all other pertinent details.

The following procurement methods require the departments to collaborate with Procurement and follow the College’s procurement processes. The requestor completes an online purchase requisition to initiate the Procurement process for any of the following methods.

  • Purchases where the value is above $10,001 but less than $25,000 shall be procured competitively with at least three price quotations if possible.
  • Purchases where the value is above $10,000 but less than $25,000 require the Informal Bid process. The Informal Bid process is handled by procurement.
  • Purchases where the value is above $25,000 require the Formal Competitive Sealed Bid/Proposal process. The Formal Competitive Sealed Bid/Proposal process is handled by procurement.
  • Sole Source is a noncompetitive award where the Director of Procurement (DOP) determines that there is only one available source. The department must complete and submit Special Purchasing Request form to the DOP for approval.
  • A Specific Brand is usually available from multiple vendors, and competitive pricing can be obtained. If the purchase of a Specific Brand of a product is required to match existing products or to meet a certain requirement, the department must complete and submit a Special Purchasing Request form to the DOP for approval.
  • Emergency is an award of contract where the Director of Procurement and/or Office of Facilities determines that an emergency exists, and as a result competition may be waived. The department must complete and submit a Special Purchasing Request form to the DOP for approval.

Purchase Order (PO)

A legally binding contract committing College funds. It is prepared and executed by the Purchasing Agent and sent to the vendor to buy requested goods and services. See the Buyer Commodity Assignment List on the procurement home page to find out which Purchasing Agent is assigned to buy the goods and services you need.

Purchasing Card (P-Card)

A VISA credit card issued by M&T Bank, which has been contracted by the College to provide a flexible, convenient method for authorized College requestors to buy small-dollar value goods according to established guidelines.

The purpose of the Montgomery College Purchasing Card Program with M&T Bank is to establish a more efficient, cost-effective method of purchasing and payment for small-dollar transactions. The program is designed to replace a variety of processes, including petty cash, check in advance, and certain purchase orders.

Use of a P-Card will provide the following benefits:

  • Expedite the ordering and delivery of small dollar supplies (less than $4,999)
  • Eliminate requisition -> PO -> invoice process
  • Provide significant cost savings in the procurement/payment process
  • Allow the department to have direct contact with supplier

The M&T Bank Visa® Purchasing Card is similar to any other Visa card, except that it includes controls to make it functional for large companies and organizations like Montgomery College. These controls help to ensure that the card can only be used for specific types of purchases within specific dollar limits.

Permanent, full time or part time employees of Montgomery College who have responsibility within their unit for ordering supplies are eligible to obtain a Purchasing Card. Consultants, contractors, student assistants, temporary employees, or those as determined by the Director of Procurement, are not eligible for a Purchasing Card.

P-Cards are issued at the request and approval of your Primary Account Manager. P-Card usage may be audited and/ or rescinded by the Director of Procurement at anytime. The card is issued to the Montgomery College employee, not the department. The cardholder is the only one who is authorized to make purchases on the card.

How to obtain a P-Card

  • Complete the P-Card Application Form (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.)  and Cardholder Agreement (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) and submit to the Office of Procurement for processing.
  • Upon receipt and verification of information, emails will be sent to all applicants providing P-Card e-course training instructions. Each applicant must read the user’s guide, review the entire online session, and pass the assessment quiz with a 100% score before they are eligible to obtain a P-Card.
  • Upon successful completion of the training, applicants should utilize the email option at the end of the session to send an email to the Procurement Office. Make sure to use the subject line “Course Completion”.
  • Once online training completion has been verified, a new card will be ordered. The card will be issued by M&T Bank in the applicant’s name and sent to the Procurement Office. Cards take approximately 7 to 10 business days to arrive. Cardholders will be notified by email once their card is available for pickup.
  • Cardholders must come in personally with a current picture ID to the Procurement Office to pick up their new card. No one else can do this except for the cardholder as they must sign the Training Certification Form.
  • Cardholders should sign the back of the card and always keep it in a secure location. Cardholders can start using the card once they have activated it.

The Office of Procurement will automatically receive new cards every 2 years when the current card expires. Cardholders will need to complete the Purchasing Card Program Policies & Procedures e-Course and pass an assessment quiz in order to pick up their new card. *The course may be taken within 2 months of card renewal.

  • Complete the Cardholder Agreement (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) and submit to the office of Procurement for processing.
  • Upon receipt, emails will be sent to all applicants providing P-Card e-course training instructions. Each applicant must read the User’s Guide (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) , review the entire online session, and pass the assessment quiz with a 100% score before they are eligible to obtain a P-Card.
  • Upon successful completion of the training, applicants should utilize the email option at the end of the session to send an email to the Procurement Office. Make sure to use the subject line “Course Completion”.
  • Once online training completion has been verified, cardholders will be notified by email that their card is available for pickup.
  • Cardholders must come in personally with a current picture ID and their old P-Card to pick up their new card. No one else can do this except for the cardholder as they must sign the Training Certification Form.
  • Cardholders should sign the back of the card and always keep it in a secure location. Cardholders can start using the card once they have activated it.

Why use a Purchasing Card?

The P-Card makes small-dollar purchasing easy, saves time, reduces paperwork, and decreases the purchasing processing time.

Can I make personal purchases using the P-Card?

Personal purchases are not allowed. You may only use a P-Card to make purchases for College-related business. Please refer to the P-Card User Guide (Page 11) for a list of acceptable uses of P-Card or call Cherree Adams at 240-567-5285.

Who is eligible to apply for a Purchasing Card?

Permanent, full time or part time employees of Montgomery College who have responsibility within their unit for ordering supplies and services are eligible to obtain a Purchasing Card. Consultants, contractors, student assistants, temporary employees, or those as determined by the Director of Procurement, are not eligible for a Purchasing Card.

What should I do if my card is lost or stolen?

It is the responsibility of the cardholder to report the loss of a P-Card immediately to M&T Bank Customer Service at 800-443-8671. M&T Bank representatives are available 24 hours a day, seven days a week. After the card is reported stolen, the cardholder is protected and cannot be held accountable for charges incurred on the lost or stolen card from that point forward. The cardholder must also immediately phone and report the lost or stolen card to the Procurement Office P-Card Coordinator, Lisa Dyer at 240-567-5241 or P-Card Program Administrator, Cherree Adams at 240-567-5285.

Who do I contact in Purchasing regarding the Purchasing Card?

Lisa Dyer at 240-567-5241, lisa.dyer@montgomerycollege.edu

Other Ordering Methods

The Corporate Card Program is intended to provide increased flexibility to a limited number of College staff for authorized travel and/or business-related expenses. The Corporate Card is used exclusively for reimbursable College related travel and/or other College business-related expenses. It may not be used for personal expenses.

The guidelines for use of the Corporate Card are derived from Board of Trustees policies and College travel procedures.

Direct Payment is a convenient method for purchasing subscriptions, memberships and other eligible transactions up to $10,000 for which the payment transactions do not follow the regular procurement process. This method may also be used to pay Honorarium and Consultant fees up to $10,000. These transactions are paid directly from general ledger accounts through the Accounts Payable Department.

Utilize Collegewide supply contracts for purchasing:

  • Office products and supplies, custom stamps, promotional items, etc. – Rudolph's Office and Computer Supply (contract valid from 7/1/2020 thru 6/30/2025).
  • College business cards & envelopes and stationeryEnvelopes and Printed Products, Inc. is the current College vendor for printing business cards, envelopes and stationery with the contract period 11/6/2017-6/30/2022. 

Alternatively, if the department chooses not to use either of the direct purchase methods listed above, the department may complete a purchase requisition for any purchases of $10,000 or less. Procurement will then process the requisition for the department.

 How to Order

Envelopes and Printed Products, Inc. is the current College vendor for printing business cards, envelopes, and stationery with the contract period 11/6/2017 through 6/30/2022.

Business Card Orders
For College business cards, please visit the MyOrderDesk Online Ordering Systemnew window to create an account and order business cards. You will need a Pcard and your department or office budget account number to place an order.

Stationery Orders
For College letterhead and envelope orders, please submit a request to the Office of Communications through the Workfrontnew window online work management system. If you do not have a Workfront account, please follow the step-by-step instructionsnew window to create an account. In addition, please complete an online requisition for your request. If you have any procurement-related questions, please contact Chiquita Haywood Manago at 240-567-5289 or via email at chiquita.manago@montgomerycollege.edu.

Custom nametags,nameplates and stamps can be ordered through Rudolph’s Office and Computer Supply.

Completed order forms for nametags (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) nameplates (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.)  , or custom stamps (PDF, Get Adobe Acrobat PDF Reader.-Link opens in new window.) can be faxed to Rudolph’s at 410-931-4158 or emailed to sbenton@rudolphsupply.com.  Once the order has been processed a Rudolph’s Representative will email or fax an order confirmation.

* Rudolph’s will only accept credit card (P-Card) orders. If you do not have a P-Card you will need to submit a Purchase Requisition to procurement for processing.

Office of Central Facilities has standardized furniture, fabric type and color; frame colors, finishes on furniture; and manufacturer(s). Every request for furniture must be reviewed and approved by the Central Facilities Office prior to purchase.

This includes requests for:

  • Moving of furniture from one office to another.
  • Furniture re-upholstery.
  • Alteration of existing furniture.
  • Special requests not available from contract vendors, i.e., over-sized chairs, requests to accommodate a disability, etc.* (Farah Vivas at HRSTM)
  • Whiteboards or porcelain boards.
  • Cabinets or display cases to be attached to the wall.

All furniture orders are set up to be delivered directly to the requesting department’s location/project site. The College now utilizes the Mid-Atlantic Purchasing Team (MAPT) contract for furniture. The contract was awarded to multiple vendors, and expires on December 31, 2019.

The College has selected to use the following awardee(s) for the purchase of furniture:
Douron, Inc.
Point of Contact: Judith Kleeman and Keith Dively

Furniture order procedures:

  • Requesting department shall obtain a written quote from the College’s furniture contractor listed above.
  • The Requestor has to complete the Banner online requisition form, and submit it for the required approval(s). The vendor’s quote and any diagram(s) must be scanned into Image-Now.
  • Once Procurement receives the requisition, a copy together with the supporting documents will be forwarded via email by Procurement to Central Facilities for review.
  • The requisition is held by Purchasing Agent until approval/disapproval is received from Central Facilities.
  • Central Facilities will stamp “approved” on copy of requisition and return electronically to Procurement.If disapproved, it will be stamped “disapproved” and a reason given.
  • After the approval process is complete, the Procurement Office processes the requisition, issues a Purchase Order to the vendor, and e-mails a copy of the PO to the requestor.
  • If a submitted furniture request is not approved, please work with Central Facilities department for resolution.
  • In the case of office renovations or major projects, Central Facilities should be involved in the design from the start of the project.

*All furniture requests being submitted to accommodate ADA requirements must be accompanied by a physician’s note and sent to the Office of Human Resources and Strategic Talent Management (Farah Vivas is the current contact person) for approval, prior to submittal to the Procurement Office. These requests must also be reviewed and approved by Central Facilities.

Forms and Documents

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