10 IAC 2-2-1 - Purchase order form and QPA release form approval

Authority: IC 4-13-2-14.3

Affected: IC 4-13-2; IC 4-13.6-1-13; IC 5-22-7

Sec. 1.

(a) The department of administration, procurement division, may issue purchase orders or QPA releases on behalf of any state agency without submitting such purchase order forms or QPA releases individually to the office of attorney general for review and approval in the following circumstances:

(1) The purchase order or QPA release is issued pursuant to a contract or QPA that has been individually reviewed and approved by a deputy attorney general designated by the attorney general to review and approve contracts.

(2) The total amount of the purchase order is less than one hundred thousand dollars ($100,000), and it is issued, as a result of a bidding procedure conducted in accordance with IC 5-22-7, for the purchase of supplies that are tangible personal property and the invitation to bid utilizes only general terms and conditions, special terms and conditions or single contract terms and conditions.

(3) The purchase order is issued for the purchase of supplies or services where the contract is approved by a rule adopted by the attorney general.

(b) The department of administration, public works division, may issue purchase orders on behalf of any state agency for public works projects, as defined in IC 4-13.6-1-13, without submitting such purchase order forms individually to the office of the attorney general for review and approval in the following circumstances:

(1) The purchase order is issued pursuant to a contract that has been individually reviewed and approved by a deputy attorney general designated by the attorney general to review and approve contracts.

(2) The total amount of the purchase order is less than two thousand five hundred dollars ($2,500) and the contract is approved by a rule adopted by the attorney general.

(c) All proposed purchase order forms and QPA release forms shall be submitted to the office of attorney general prior to usage under the provisions of subsections (a) and (b) of this section. Attorney general approval of such forms will be given in writing and filed with the commissioner of the department of administration, the state board of accounts and the commission on public records. This approval may revoked, prospectively, upon written notice filed with the commissioner of the department of administration, the state board of accounts and the commission on public records.

(d) Purchase orders or QPA releases, in order to be issued, must include additional information not preprinted on the form including, but not limited to, the name and address of the vendor or contractor, the state agency involved, budgetary account information, a description of the goods or services, the price, and other various items. The procurement division or the public works division shall so complete these forms; however, no term in conflict with those terms shown on the invitation to bid or preprinted on the purchase order forms, or in conflict with the contract individually approved by a deputy attorney general, may be added without the written approval of a deputy attorney general designated by the attorney general to review and approve contracts.

(e) All purchase orders or QPA releases not meeting the requirements of this section must be individually submitted to the office of the attorney general for review and approval.

Notes

10 IAC 2-2-1

Office of Attorney General for the State; 10 IAC 2-2-1; filed Feb 17, 1986, 4:00 pm: 9 IR 1546; readopted filed Nov 6, 2001, 10:15 a.m.: 25 IR 897; readopted filed Nov 13, 2007, 2:13 p.m.: 20071212-IR-010070549RFA; errata filed Oct 17, 2008, 11:10 a.m.: 20081029-IR-010080820ACA; readopted filed Nov 21, 2013, 10:06 a.m.: 20131218-IR-010130348RFA Readopted filed 11/14/2019, 2:10 p.m.: 20191211-IR-010190511RFA