Line item “Item Categories” which may be used on a framework requisition:
When to use the “Standard Item” category:
Generally a “standard item” category (the default setting) is used on a line item of a framework requisition for:
- Annual renewal requiring an upfront payment to the vendor, such as:
- Magazine subscriptions
- Fixed price equipment maintenance contracts
- Fixed price software maintenance contracts
- Purchase of services to be:
- Provided or performed within a set period (the framework validity period), which will be invoiced periodically with a quantity and fixed unit price. For example, during the period 09/01/2008 to 12/31/2008 (four months) a rental of a stone cutting saw to be billed at $100.00 per month.
- Ordered on an as needed basis during a set period (the framework validity period) that have an actual, or estimated, total quantity, and a fixed unit price. For example, during the period 01/01/2008 to 06/01/2008 provide up to 45 (forty-five) hours of piano repair service at $25.00 per hour.
- Purchase of goods:
- To be ordered on an as needed basis up to a maximum quantity at a fixed price during a set period (the framework validity period). For example, during the period 09/01/2008 to 12/31/2008 – purchase up to 300 pounds of dry ice at $1.25 per pound.
When to use the “Limit Item” category:
Generally a “limit item” category is used on a line item of a framework requisition for:
- Blanket purchase orders (not to exceed a fixed total dollar amount) where the actual quantity and unit price cannot be easily estimated or forecasted, such as:
- Purchase of fuel from a gas station at the current posted price per gallon.
- Miscellaneous low dollar items purchased for resale. For example: soft drinks, candy, pens, notebooks, paper, ect.
- Overage charges or fees; usage or other special fees which may be billed where the total dollar amount cannot be easily estimated or forecasted, such as:
- Additional copies over the maximum allowed in the base rental unit price of a copy machine.
- Special services where the amount to be invoiced depends on actual usage.
- Reimbursable contractor travel expenses which are allowed by the terms of a service contract.
- Contract services where the total contract value is capped at a “not to exceed” amount, rather than an estimated quantity and a fixed price/unit of measure.
Question pertaining to framework requisition may be directed to the Texas State University Purchasing Office at (512)/245-2521 or by e-mail at firstname.lastname@example.org.