PB3 - Department Prepared Requisition

A Department Prepared Requisition is a request submitted to the UT Purchasing Office to purchase goods/services from a selected vendor. The total value of the order must not exceed $25,000. The department obtains telephone (informal) bids and selects a vendor based on the bid(s). The UT Purchasing Office reviews the selection and issues an order. A purchase order number is assigned when the buyer approves the requisition. The PB3 document is designed for non-confirming orders and a vendor copy is generated regardless of the dollar amount.

If your order is $5,000.00 or less using institutional funds, only one bid is required. The sole vendor's bid can be entered on the Bidder/Bid Quote Information section.

If your order total exceeds $5,000.00, competitive bids must be taken. You must provide the responses of three bidders to approve the PB3 document. All competitive bids should include a minimum of one bid from a woman-owned business and one bid from an ethnically-owned business. See the PCM and PSM modules for locating HUB enterprises.

Required Sections for PB3:

Optional Sections for PB3:

A sample of the required PB3 screens follows:


The Cover Sheet allows you to create the document.

+----------------------------------------------------------------------------------+
|   >> Select an action or mark sections of the document for review.<<             |
|   *DEFINE             Purchase Requisition Document - PB3            Year: 01 02 |
|   Command: PB3 Dept Req Nbr: JME060402______ Misc: _______________  P Ctr: U-145 |
|   ============================================================================== |
|   Status: REROUTED/FYA        --COVER  SHEET--          Document ID: N0PB3999059 |
|                                                                                  |
|      Action: ___  Summary: COPIER RENTAL CONTRACT 48 MOS. VP FOR RESEARCH____    |
|      Created: 06/04/02 by  VRJME - EDGE, JANET M                                 |
|      UT Req Nbr: BNBDDV     Requestor: JANET M. EDGE                  *Notes*    |
|      PO Nbr:             Bid Invitation Nbr: 00204230           Notify: VRJME    |
|      Sections:         X _ Address Information                                   |
|                        X _ Line Item(s) Information                001 Item(s)   |
|                        X _ Multiple Line Item Screen                             |
|                        X _ Account(s) Information            Awarded             |
|                        X _ Bidder/Bid Quote Information      Vendor              |
|                        X _ Bid Summary/Award Vendor         IOS CAPITAL INC      |
|                        X _ Awarded Vendor Information                            |
|                        X _ Order Status Log                                      |
|                        X _ Item Status Counters                                  |
|                          _ Remarks/Comments to Buyer                             |
|                          _ Define Codes                                          |
|   Order Amt: 3000.00         Acct 2074000650     Associated Document ID:         |
|     **> FINAL INBOX SELECTION <**                                                |
|   -- 0 UT Austin  ------ PF1=Options ------ PF8=Exit ------  6/05/02  2:28 PM -- |
+----------------------------------------------------------------------------------+

[ Contents ]


The Address Information section provides delivery instructions and department contact information.

+----------------------------------------------------------------------------------+
|     Address information successfully updated.                                    |
|                              Address Information                                 |
|                                                                                  |
|                                                                                  |
|  Bill:     U-109                                                                 |
|            UT ACCOUNTS PAYABLE                                                   |
|            2200 COMAL STREET                                                     |
|                                                                                  |
|            City: AUSTIN                     State: TX  Zip: 78722                |
|                                                                                  |
|                                                                                  |
|  Ship To:  U-110                                                                 |
|            UT CENTRAL RECEIVING                                                  |
|            2200 COMAL STREET                                                     |
|                                                                                  |
|            City: AUSTIN                     State: TX  Zip: 78722                |
|                                                                                  |
|                                                                                  |
|  Dept Resource Contact: FBMMJ_______________                                     |
|    Dept Resource Phone: 512 - 471 - 8800                                         |
|                                                                                  |
|   ----- Enter = Update --- Clear = Cover Sheet --- PF3 = Next Section -----      |
|                                                                                  |
|                                                                                  |
+----------------------------------------------------------------------------------+

[ Contents ]


The Line Item(s) Information section is used to enter line items. Press the ENTER key to access additional line items. After the last line item has been entered and successfully added, the PF3 function key will take you to the next section.

+----------------------------------------------------------------------------------+
|    Item successfully added.                                                      |
|                               Line Item Information                              |
|                                                                                  |
|  Action: ___                   Item Nbr: 1___           Class: 615 Item: 25      |
|                                                                                  |
|       Quantity: 2000.0000_____           Unit of Measure: EACH___________        |
|                                                                                  |
|   Description and Specifications                                                 |
|    WIDGETS_____________________________________________________                  |
|    ____________________________________________________________                  |
|    ____________________________________________________________  Extended        |
|    ____________________________________________________________  Description: _  |
|                                                                                  |
|   Requestor's Name: BOB SMITH________________    Phone: ( 512 ) 471 8800         |
|                                                                                  |
|   Deliver to Dept.: EDUCATION - TRAINING_____    Bldg: MAI    Room: 132____      |
|                                                                                  |
|   CAS Nbr: _________                    Inventory Unitcode: _______              |
|   ARC Nbr: _______________                                                       |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|    ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----PF4=Back-----    |
|                                                                                  |
+----------------------------------------------------------------------------------+

[ Contents ]


Enter vendor quote information and pricing in Bidder/Bid Quote Information section. The Bidder/Bid Quote Information screen list all bidders, the Detailed Bidder Information screen(s) list quote information for each bidder, and the Quote screen list each company's pricing for each line item.

You may use a '?' in the VID field to obtain the bidder's VID if the bidder is set-up in the Office of Accounting's vendor file. If the bidder is not set up in the vendor file, you may add him as a bidder to this requisition by selecting Mark to add new bidder not on file. YOU CAN NOT AWARD TO VENDORS ENTERED IN THIS MANNER AND THE VENDOR WILL NOT COUNT A S A H.U.B. RESPONSE.

+----------------------------------------------------------------------------------+
|>>Please make additions or press PF3 to continue.  <<                             |
|                                                                                  |
|                            Bidder/Bid Quote Information                          |
|                                                                                  |
| Enter '?' in the VID & MAIL CODE field to add vendors to the list of bidders.    |
| Enter 'X' to add or view detailed quote information or 'D' to delete a bidder:   |
|                                                                                  |
|      VID & Mail  Code Bidder Name                                        D/P HUB |
|      ---------------- -----------                                        --- --- |
| X  _ 10426953831 000  ADAMS MEDIA CORPORATION                             P      |
| X  _ 11609718363 007  WARDS NATURAL SCIENCE ESTABLISHMENT INC             P      |
| X  _ 12233369029 001  THOMAS SCIENTIFIC INC                               P      |
| X  _ 13805119107 004  EDWARDS BROTHERS INC                                P      |
| X  _ 15603643675 000  CAROLINA BIOLOGICAL SUPPLY COMPANY                  P      |
| X  _ 15615580626 000  BOB BARKER COMPANY, INC.                            P      |
| X  _ 15929218202 012  SP INDUSTRIES LP                                    P      |
| X  _ 16207850112 003  SOUTHERN SCIENTIFIC INC                             P      |
| X  _ 17426328161 000  CARMEL                                              P      |
| X  _ 17427314228 004  WALLINGFORD COMPUTER SERVICES                       P  ASF |
|                                                                                  |
|   Mark to add new bidder not on file: _                                          |
|                                                                                  |
|                                                                                  |
|   ----- Enter = Update ----- Clear = Cover Sheet ----- PF3 = Next Section -----  |
+----------------------------------------------------------------------------------+

[ Contents ]


The first bidder:

+---------------------------------------------------------------------------+
| >> Address is currently inactive. <<                                      |
|                           Detailed Bidder Information                     |
|                                                                           |
|  Vendor ID and Mail Code: 10426953831000                                  |
|            Name: ADAMS MEDIA CORPORATION___________________________       |
|         Address: PO BOX 4536_______________________________________       |
|                  __________________________________________________       |
|            City: BOSTON______________   State: MA  Zip: 02212000136       |
|           Phone: 617 - 767 - 8100  Fax: ___ - ___ - ____   HUB:           |
|                                                                           |
|           No response: _     No bid: _     Not delivered: _               |
|                                                                           |
| Contact date: 10111999                                                    |
| Contact Name: BOB SMITH________________  Contact Phone: 617 - 767 - 8100  |
|                                                                           |
| Payment terms: NET 30___________________  FOB: DEST_____________________  |
| Delivery time: 14_     Days/Weeks/Months(D/W/M): D     or Date: 02242000  |
| Deliv comment: _________________________                                  |
| Shipping charge-entire order:           0.00     Total Bid: 120.00        |
|                                                                           |
|              To enter, view, or update item quote information: _          |
|                                                                           |
+---------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|>>Press ENTER for next quote or CLEAR to return to bidder screen.<<        |
|                            Quote for Item: 1___                           |
|                                                                           |
| Bidder: ADAMS MEDIA CORPORATION                                           |
|   Desc: LABORATORY APRONS, P/N 378964                                     |
|                                                                           |
|       Quantity: 12.0000_______      Unit of Measure: EACH___________      |
|                                                                           |
|     Unit Price: 10.0000_______         or No bid: _    or No Charge: _    |
|                                                                           |
|               - Discount Amount:           0.00 or % 0.000__              |
|               + Handling Charge:           0.00                           |
|               + Shipping Charge:           0.00                           |
|               =   Item Estimate: 120.00                                   |
|                                                                           |
|                                                                           |
|         Delivery Due: ___     D  (D, W, or M)    or Date: 02242000        |
|         Delivery Comment: _________________________                       |
|                                                                           |
|      Item Comments: __________________________________________________    |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|>>Press ENTER for next quote or CLEAR to return to bidder screen.<<        |
|                            Quote for Item: 2___                           |
|                                                                           |
| Bidder: ADAMS MEDIA CORPORATION                                           |
|   Desc: NATURAL GAS BURNER P/N 4679564654                                 |
|                                                                           |
|       Quantity: 1.0000________      Unit of Measure: EACH___________      |
|                                                                           |
|     Unit Price: ______________         or No bid: X    or No Charge: _    |
|                                                                           |
|               - Discount Amount:           0.00 or % 0.000__              |
|               + Handling Charge:           0.00                           |
|               + Shipping Charge:           0.00                           |
|               =   Item Estimate: 0.00                                     |
|                                                                           |
|                                                                           |
|         Delivery Due: ___     _  (D, W, or M)    or Date: ________        |
|         Delivery Comment: _________________________                       |
|                                                                           |
|      Item Comments: __________________________________________________    |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+

[ Contents ]


The bid in the example above is not complete; this bidder did not quote on all the items. To enter a line item of 'No Bid' you must mark the No Bid field on the Quote screen for the particular item.

No Charge items should be shown by marking the No Charge field. This indicates that the bidder has provided a bid for the item but his price is $0.00 - a free item.

[ Contents ]


The second bidder, a woman owned HUB:

+---------------------------------------------------------------------------+
|                                                                           |
|                           Detailed Bidder Information                     |
|                                                                           |
|  Vendor ID and Mail Code: 17427365618001                                  |
|            Name: D R KIDD COMPANY INC______________________________       |
|         Address: PO BOX 99_________________________________________       |
|                  __________________________________________________       |
|            City: ROUND ROCK__________   State: TX  Zip: 78680009999       |
|           Phone: 512 - 671 - 7791  Fax: 512 - 671 - 8707   HUB: WHF       |
|                                                                           |
|           No response: _     No bid: _     Not delivered: _               |
|                                                                           |
| Contact date: 03202001                                                    |
| Contact Name: CAROL STANDS_____________  Contact Phone: 512 - 671 - 7791  |
|                                                                           |
| Payment terms: NET 30___________________  FOB: DESTINATION______________  |
| Delivery time: 120     Days/Weeks/Months(D/W/M): D     or Date: 07212001  |
| Deliv comment: _________________________                                  |
| Shipping charge-entire order:           0.00     Total Bid: 14985.00      |
|                                                                           |
|              To enter, view, or update item quote information: _          |
|                                                                           |
+---------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|>>Press ENTER for next quote or CLEAR to return to bidder screen.<<        |
|                            Quote for Item: 1___                           |
|                                                                           |
| Bidder: D R KIDD COMPANY INC                                              |
|   Desc: LABORATORY APRONS, P/N 378964                                     |
|                                                                           |
|       Quantity: 1.0000________      Unit of Measure: DOZEN__________      |
|                                                                           |
|     Unit Price: 15000.000_____         or No bid: _    or No Charge: _    |
|                                                                           |
|               - Discount Amount:          15.00 or % 0.100__              |
|               + Handling Charge:           0.00                           |
|               + Shipping Charge:           0.00                           |
|               =   Item Estimate: 14985.00                                 |
|                                                                           |
|                                                                           |
|         Delivery Due: 120     D  (D, W, or M)    or Date: 07212001        |
|         Delivery Comment: _________________________                       |
|                                                                           |
|      Item Comments: __________________________________________________    |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|>>Quote successfully updated.<<                                            |
|                            Quote for Item: 2___                           |
|                                                                           |
| Bidder: ADAMS MEDIA CORPORATION                                           |
|   Desc: NATURAL GAS BURNER P/N 4679564654                                 |
|                                                                           |
|       Quantity: 1.0000________      Unit of Measure: EACH___________      |
|                                                                           |
|     Unit Price: 19500.000_____         or No bid: _    or No Charge: _    |
|                                                                           |
|               - Discount Amount:           0.00 or % 0.000__              |
|               + Handling Charge:           0.00                           |
|               + Shipping Charge:           0.00                           |
|               =   Item Estimate: 19500.00                                 |
|                                                                           |
|                                                                           |
|         Delivery Due: 1       D  (D, W, or M)    or Date: 06062002        |
|         Delivery Comment: _________________________                       |
|                                                                           |
|      Item Comments: __________________________________________________    |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+

[ Contents ]


The third bidder, an ethnic owned this:

+---------------------------------------------------------------------------+
|                                                                           |
|                           Detailed Bidder Information                     |
|                                                                           |
|  Vendor ID and Mail Code: 17510950474000                                  |
|            Name: SAN ANGELO ELECTRIC SERVICE COMPANY_______________       |
|         Address: PO BOX 1587_______________________________________       |
|                  __________________________________________________       |
|            City: SAN ANGELO__________   State: TX  Zip: 76902158787       |
|           Phone: 915 - 653 - 2336  Fax: 915 - 658 - 3584   HUB: ASM       |
|                                                                           |
|           No response: _     No bid: _     Not delivered: _               |
|                                                                           |
| Contact date: 05012000                                                    |
| Contact Name: THOM DAVIDSON____________  Contact Phone: 915 - 653 - 2336  |
|                                                                           |
| Payment terms: NET 30___________________  FOB: SHIPPING POINT___________  |
| Delivery time: 14_     Days/Weeks/Months(D/W/M): D     or Date: 05242000  |
| Deliv comment: _________________________                                  |
| Shipping charge-entire order:           0.00     Total Bid: 16125.00      |
|                                                                           |
|              To enter, view, or update item quote information: _          |
|                                                                           |
+---------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|>>Press ENTER for next quote or CLEAR to return to bidder screen.<<        |
|                            Quote for Item: 1___                           |
|                                                                           |
| Bidder: SAN ANGELO ELECTRIC SERVICE COMPANY                               |
|   Desc: LABORATORY APRONS, P/N 378964                                     |
|                                                                           |
|       Quantity: 1.0000________      Unit of Measure: DOZEN__________      |
|                                                                           |
|     Unit Price: 1000.000______         or No bid: _    or No Charge: _    |
|                                                                           |
|               - Discount Amount:           0.00 or % 0.100__              |
|               + Handling Charge:           0.00                           |
|               + Shipping Charge:           0.00                           |
|               =   Item Estimate: 1000.00                                  |
|                                                                           |
|                                                                           |
|         Delivery Due: ___     D  (D, W, or M)    or Date: 05242000        |
|         Delivery Comment: _________________________                       |
|                                                                           |
|      Item Comments: __________________________________________________    |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+


+---------------------------------------------------------------------------+
|>>Press ENTER for next quote or CLEAR to return to bidder screen.<<        |
|                            Quote for Item: 2___                           |
|                                                                           |
| Bidder: SAN ANGELO ELECTRIC SERVICE COMPANY                               |
|   Desc: NATURAL GAS BURNER P/N 4679564654                                 |
|                                                                           |
|       Quantity: 1.0000________      Unit of Measure: EACH___________      |
|                                                                           |
|     Unit Price: 15125.000_____         or No bid: _    or No Charge: _    |
|                                                                           |
|               - Discount Amount:           0.00 or % 0.000__              |
|               + Handling Charge:           0.00                           |
|               + Shipping Charge:           0.00                           |
|               =   Item Estimate: 15125.00                                 |
|                                                                           |
|                                                                           |
|         Delivery Due: 14      D  (D, W, or M)    or Date: 06192002        |
|         Delivery Comment: _________________________                       |
|                                                                           |
|      Item Comments: __________________________________________________    |
|                                                                           |
|  ---------- Enter = Update ---------- Clear = Previous Screen ----------  |
+---------------------------------------------------------------------------+

[ Contents ]


The next section is the Bid Summary/Award Vendor screen. You must make the award from this screen. Once the award is made, the information transfers to the Awarded Vendor Information screen. You must provide a Reason for Award in the pop-up window.

+----------------------------------------------------------------------------------+
|                                                                                  |
|                Summary of Quotes for Bid Invitation Number 09808181              |
|  Award to:       X                  _                 _                          |
|  Bidder   1 SAN ANGELO ELE  2 D R KIDD COMPA  3 ADAMS MEDIA CO                   |
|  Item Nbr                                                                        |
|   1               1,000.00         14,985.00            120.00                   |
|   2              15,125.00         19,500.00    No bid                           |
|   3        No charge         No charge          No charge                        |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|   SHIP    -                 -                 -                 -                |
|  COMPL    - Complete        - Complete        - Incomplete      -                |
|  TOTAL    -      16,125.00  -      34,485.00  -         120.00  -                |
|  TERMS    - NET 30          - NET 30          - NET 30          -                |
|    FOB    - SHIPPING POINT  - DESTINATION     - DEST            -                |
|  DELIV    -     05/24/00    -     07/21/01    -     02/24/00    -                |
|                                                                                  |
|    -------ENTER=Item Paging-------PF4=Back Bidder--------PF5=More-Bidder---------|
|    ---CLEAR=Cover Sheet-------PF3=Next Section--------PF11=Local Printing------  |
+----------------------------------------------------------------------------------+

[ Contents ]


Remarks for Paper Copy. If you want remarks to print on all the copies (including the vendor copy), this is the appropriate area. If there are special delivery instructions to the vendor, this is an ideal place to enter the information. Comments to Buyer will not print on the order. If you need to convey special information to your buyer, this is the appropriate area.

The information entered into the "Remarks for Paper Copy" precedes the line items so it is also an ideal place to enter a header for similar line items.

Example: Lumber, pine - grade A, 8 ft. lengths as follows:

The advantage to providing a header is to eliminate unnecessary repetition. The lumber example would appear first with each line item indicating the size of pine lumber

Example: 4" wide, 2" wide
+----------------------------------------------------------------------------+
|   Record has been updated.                                                 |
|                           Remarks for Paper Copy                           |
|                                                                            |
|                                 Remarks: _                                 |
|        PLEASE CONTACT MARY JONES AT 471-8800 BEFORE DELIVERING.____        |
|        ____________________________________________________________        |
|        ____________________________________________________________        |
|        ____________________________________________________________        |
|        ____________________________________________________________        |
|                                                                            |
|                             Comments to buyer:                             |
|             __________________________________________________             |
|             __________________________________________________             |
|             __________________________________________________             |
|             __________________________________________________             |
|             __________________________________________________             |
|                                                                            |
|                                                                            |
|                                                                            |
| ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----------------- |
+----------------------------------------------------------------------------+

[ Contents ]


Account Information. This screen allows adjustments to be made to the amount that will be posted to the account(s) when you are using multiple accounts. If you wish to change the account number(s), you may also do so until the document is approved. The account number(s) is/are already provided from the Funds Verification window that you accessed when you first created the document. If you have no changes to make to the Account Information section, you may wish to ignore it.

+---------------------------------------------------------------------------+
|>>Press make corrections and press 'ENTER'.<<                              |
|                             Account Information                           |
|                                                                           |
| Accounts Total: $ 3874.00       Requisition Order Total: $3874.00         |
|    Account         Amount       Year    Acct. Expendable        Pur. Auth |        
| 1. 1402250057   $ 3,874.00____  97    $                          S        |
|                               Department Free Balance:$44187.04           |
| 2. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
| 3. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
| 4. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
| 5. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
| 6. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
| 7. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
| 8. __________   $ ____________  __    $                                   |
|                               Department Free Balance:$                   |
|----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section------------------|
+---------------------------------------------------------------------------+

[ Contents ]


The 'APP' action will either send the document to the next desk in the routing path or approve the document if you are the final approver in the routing path.


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The University of Texas at Austin
Purchasing Office
purchasing@austin.utexas.edu

Last Modified: 2002.06.05 at 14:34