Procurement Services Procurement Services' mission is to provide the University with services that effectively and efficiently respond to the campus's operating needs. Procurement Services' strategic plan is to search for the best quality products and services and at the best price while meeting departmental needs. Purchasing Authority PURCHASING AUTHORITY All purchases, rentals, leases, lease/purchases, and contract services for Arkansas State University-Jonesboro, regardless of the source of funds, are subject to Arkansas laws, regulations, and procedures, and should be for the official business of the University. All types of purchases from University accounts are subject to these regulations and procedures and require prior approval from the Procurement Services Department. The Procurement Official is the sole purchasing authority of the University. Purchases not authorized by this authority are not legal obligations of the University. Purchasing Without Authorization Any individual making a purchase without proper authority is assuming a personal obligation to the vendor for whom he/she may be held personally liable.   Department Goals DEPARTMENT GOALS To procure all materials and services which meet the quality, quantity and delivery requirements of University departments. To obtain the highest value for each dollar spent. To foster and maintain good working relationships with campus departments through an understanding of their purposes and objectives. To promote the principles of open competitive bidding and impartiality. To maintain a high level of professional ethics and integrity. To provide potential suppliers with equal consideration of their products and services. To foster a high standard of public relations within the University, with vendors and the general public. To acquaint faculty and staff with the practices and procedures employed by the Procurement Office. To provide information and consultation to faculty and staff relative to products, sources and procurement options available to them. CURRENT BIDS, LEGAL NOTICE & BID RESULTS   Procurement Services Department Legal Advertisement 8-20-2025 BIDDERS** Arkansas State University encourages all small, minority, and women owned business enterprises to compete for, win, and receive contracts for goods, services, and construction.  We also encourage all companies to subcontract portions of any state contract to minority business enterprises. This list of bids will be posted on the ASU Procurement Services web site. Arkansas State University reserves the right to reject any or all bids. Note: When Arkansas State University-Jonesboro is closed for any reason (i.e. inclement weather, fire or other natural disaster) all bid openings and pre-bid meetings are postponed until the next open & operational work day, and the bid will be opened at the same time stated in the solicitation.  Bidding Information Bids,RFP's and RFQ's are posted as they are issued by the University Respondents are responsible for checking this website for any addendums. If you cannot open a link or the file, contact   Procurement Services Arkansas State University reserves the right to reject any or all bids Sealed bids will be received for the following commodities or services until the time stated below: TERMS AND CONDITIONS FOR RFPs Current Bids & RFPs/RFQs Bid Number Commodity Department Closing Date RFQ 26-28 Construction Management Servies for Kays Hall Residence Hall Planning, Design and Construction December 19, 2025           Bid & RFP/RFQ Results                 Recent Bid Results                *Contact  Procurement Services  for copy of results 2025/2026     BID/RFP/RFQ Number  Commodity Intent to Award to: Closing Date   RFP 26-03 Promotional Items and Clothing for Arkansas State University 4imprint Bienali Promotions Blink Marketing Cole’s Screen Printing Elite Graphics Lasting Impressions Pruitt Promotions August 12, 2025 HSU RFP 26-02 Promotional Items and Clothing for Henderson State University Pending August 13, 2025 RFP 26-06 External Communications and PR Strategy Consultant C. Bahn Strategic Partners August 5, 2025 2024/2025     BID/RFP/RFQ Number  Commodity Intent to Award to: Closing Date  RFP 25-01 On-Call HVAC Contractor Services  Bernhard MCC Comfort Systems USA (via JOC) DAS HVACR Service LLC RGB Services (via JOC) Upchurch Services July 31, 2024  RFQ 25-02 Strategic Plan Consultant Point Heritage Development Consulting August 5, 2024 HSU RFP 25-01 Promotional Items CustomXM and 4imprint, Inc August 14, 2024 RFQ 25-03 Architectural Services for Northpark Plaza Brackett Krennerich August 6, 2024 RFQ 25-04 Construction Management Services for College of Veterinary Medicine Nabholz Construction August 8, 2024 BID 25-05 Universal Testing Machine/Tensile Tester No Bids Received August 13, 2024 RFP 25-06 Chiller Repair Services Williams Mechanical Services (via JOC)  Integrity Mechanical Solutions September 26, 2024 RFP 25-08  Medical Equipment & Supplies Southern Home Healthcare Inc October 17, 2024 HSU RFP 25-03 Lycoming Engine Overhauls PAC Aviation International Inc November 13, 2024 RFP 25-10 Technology Support Consultant Not Awarded November 21, 2024 BID 25-11  Patient Simulators Gaumard Scientific Company Inc. November 18, 2024 HSU RFQ 25-04 Architect Services SCM and WER Architects February  3, 2025 RFP 25-15 Proctoring Solution HonorLock Inc February 26, 2025 RFP 25-17 Payroll Management Services Paychex Inc February 10, 2025 HSU RFP 25-06 Sporting Goods and Athletic Apparel BSN Sports April 2, 2025 BID 25-23 Re-Roof of Education-Communications Building Mid-Ark Roofing April 24, 2025 BID 25-24 Roof Abatement of Education-Communications Building Environmental Protection April 24, 2025 BID 25-25 Re-Roof Student Union Building Roberts McNutt Inc April 24, 2025 BID 25-26 Cooling Tower Etarios April 17, 2025 BID 25-28 Hydronic Pumps Fluid Solutions April 16, 2025 RFQ 25-31 Business and Marketing Services Bahn Strategic Partners Inc May 30, 2025 RFP 25-32 Architectural Services for Exterior and Interior Renovations to Kays Hall WER June 2, 2025 RFQ 25-37 Architectural Services for Renovations to the Education and Leadership Studies Building for NYIT Pending July 17, 2025   2023/2024     BID/RFP/RFQ Number  Commodity Intent to Award to: Closing Date HSU RFP 24-06 Lease of Single Engine Aircraft (4) Wings Leasing LLC and Sky High Aviation LLC July 8, 2024 RFP 24-34 Roofing Contractors B Four Plied (via JOC) and Jonesboro Roofing Co (via JOC) May 30, 2024 BID 24-36 Grain Bin Restoration Olympus Construction May 21, 2024 RFP 24-35 Centralized Scheduling Software Coursedog Inc May 20, 2024 BID 24-25 Janitorial Supplies Ferguson Enterprises Pettus Office Products Brady Plus Clean Solutions Martin Industries Dispose-N-Save Unipak American Paper & Twine Cambridge Sensors May 1, 2024 BID 24-30 Grain Bin Restoration Not Awarded April 2, 2024 RFP 24-29 Cleaning & Inspections of Hood Systems Service Tech HVAC Industrial Cleaning March 28, 2024 RFP 24-24 JOC JOC General Contractors JOC Sub Contractors March 27, 2024 RFP 24-23 Suppression Fire Systems State Systems March 20, 2024 RFP 24-22 Fire Protection Testing VSC Fire and Safety March 19, 2024 RFP 24-21 On-Call Plumbing Contractors T.R. Harris Plumbing LLC March 5, 2024 RFQ 24-19 Architects for Veterinary School Cooper Mixon Architects, PLLC February 20, 2024 HSU RFP 24-04 Pest Control Services Legacy Termite and Pest Control 2/1/2024 HSU BID 24-03 Aircraft Engines Irwin International/ DBA Aircraft Spruce 12/12/2023 RFP 24-14 Legislative Consultant & Federal Appropriations Services Difficult Run Strategies LLC 11/6/2023 RFP 24-09 Web Redesign RDW Group - iFactory October 9, 2023 RFP 24-08 Student Media Recruiting Program Not Awarded  September 21, 2023 RFQ 24-07 Financial Advisory Services and Related Work PFM (Capital Debt Financing and debt management related) Huron (All services except capital debt financing) Aarete (All services except capital debt financing) Deloitte (All services except capital debt financing) FORVIS (All services except capital debt financing) First Tryon (All services except capital debt financing) September 29, 2023 RFP 24-06 Cleaning Cooling Towers Service Tech of Arkansas September 14, 2023   BID 24-03   Sousaphones with cases Taylor Music Inc   August 3, 2023 RFP 24-02 Consulting Services for Economic Impact Study Parker Philips Inc   August 30, 2023 2022/2023     BID/RFP/RFQ Number  Commodity Awarded to: Opening Date RFQ 23-46 Architect Multiple Awarded June 29, 2023 RFP 23-40 New CMMS System Accruent – Maintenance Connection June 21, 2023 RFP 23-30 Moving Services Smith Moving Company The Moving Company  Armstrong Company (large jobs) July 5, 2023 HSU-RFP 23-02 Lease/Rental of Twin Engine Airplanes Blue Sky Aviation May 30, 2023 RFP 23-21 Diploma Credential Solutions Parchment LLC May 16, 2023 RFP 23-19 House Rigger and Rigging Services Cole Entertianment May 11, 2023 RFP 23-20 Audio and Stage Lighting Services Sidetraxx Productions May 10, 2023 RFQ 23-26 On Call Services - Electrical, Mechanical, Plumbing, Fire Protection, Civil, Surveying, Commissioning, Structural, Engineering and Audio/Visual Designers Contact Facilities Management April 28, 2023 Systems Office RFQ Insurance PBM  5/4/2023 BID 23-31 Grease Pumping/Drain Jetting Harris Pipe and Line Plumbing April 27, 2023 BID 23-32 Repair of Refrigerators and Ice Makers Denver's Refrigeration April 26, 2023 RFQ 23-25 On Call Architectural Services Multiple April 28, 2023 RFQ 23-28 Demolition and Site Renovations Meadows Construction April 4, 2023 BID 23-27 Sousaphones Alamo Music Center March 20, 2023 BID 23-14 Valves No Bids February 28, 2023 RFP 23-12 CMMS Consulting Services FM360 LLC November 16, 2022 RFP 23-10 Property for Sale Pending October 4, 2022 HSU BID 23-01 Aircraft Engines Irwin International Inc dba Aircraft Spruce Specialty September 28, 2022 RFP 23-09 Tents, Tables, Stages and Chairs for Special Events Artents September 6, 2022 BID 23-06 Field Marking Robot Turf Tank August 17, 2022 RFP 23-03 Aviation Consultant Services   Sales Hangar Flight Ops LLC  July 11, 2022 RFP 23-02 Ticketing & Development System TicketMaster LLC August 2, 2022 RFP 23-01 Sign Maintenance, Repair, Replacement, New Signage Design and Project Installation Gibson's Sign-Mart   August 2, 2022 RFP 23-04 Tents, Tables, Stages and Chairs for Special Events    NO BIDS RECEIVED   August 2, 2022         2021/2022     BID/RFP/RFQ Number  Commodity Awarded to: Opening Date BID 22-49 Fan Coils Airtech Corporation June 8, 2022 RFP 22-46 Enrollment Management Services Academic Partnerships LLC May 16, 2022   RFQ   Architects for the Softball Club Sports Complex   Pending May 17, 2022 RFP 22-40 Laundry Equipment & Services Caldwell & Gregory LLC May 2, 2022 BID 22-44 Microscopes Canceled  April 15, 2022 BID 22-42 Microscopes Failed Bid  April 7, 2022 BID 22-34 Rental of Ice Machines Memphis Ice Machine Co. March 31, 2022 RFP 22-38 Water Treatment Program Chem-Aqua Inc. March 23, 2022 BID 22-37 Landscape Services- Hemingway-Pfeiffer Museum Mowery Lawn Care March 1, 2022 RFQ Architects WER/Kip Ellis March 8, 2022 RFP 22-32 Hazardous Waste Disposal TRADEBE Environmental Services LLC February 23, 2022 RFP 22-31 Consulting Firm for Searches ZRG Partners January 18, 2022 RFP 22-30 Investment Advisory Services Not Awarded January 19, 2022 RFP 22-25 Comprehensive Campus Landscape Service BrightView Landscape Services December 3, 2021 RFP 22-19 Commercial Real Estate Consulting, Development, Marketing and Brokerage Services Newmark Moses Tucker Partners September 30, 2021 BID 22-17 Spectrometer JEOL USA Inc. September 13, 2021 BID 22-16 Spectrometer Failed Bid  August 31, 2021 RFP 22-15 Performance Stage StageRight Corporation September 21, 2021 RFP 22-07 Astate Promotional Items and Clothing Pruitt Promotions Elite Graphics Running Threads 4imprint (use code ASTATE10) Blink Marketing Club Colors Buyer LLC August 24, 2021 RFP 22-06 Enrollment Management  Services CANCELLED RFP August 16, 2021 RFQ 22-02 Indirect Cost Consultant Maximus Education August 5, 2021 BID 22-03 Landscaping Services US Lawns Arkansas Northeast July 15, 2021 2020/2021 BID/RFP/RFQ Number  Commodity Award to: Opening Date 21-34 Basketball Court   Connor Sports Floors   June 22, 2021 21-33 Basketball Court Failed bid  June 7, 2021 21-32 JOC Multiple Vendors Awarded June 1, 2021 21-26 Temporary Staffing Services Andy Frain Services HB Staffing COGENT InfoTech Staffmark May 19, 2021 21-27 Legal Services Barber Law Firm, focusing on general legal matters. Friday, Eldredge and Clark LLP, focusing on general legal matters. Wright, Lindsey & Jennings LLP, focusing on general legal matters. Mitchell, Williams, Selig, Gates & Woodyard, P.L.L.C., focusing on general legal matters. Womack Phelps Puryear Mayfield & McNeil, P.A., focusing on general legal matters. Schrantz Law Firm PLLC, focusing on intellectual property matters. Mccandlish Holton, P.C., focusing on immigration matters. Lightfoot, Franklin & White LLC, focusing on NCAA compliance matters. May 12, 2021 21-29 Insurance Affinity Partnership Augeo May 12, 2021 21-23 Video Management Tool Kaltura April 29, 2021 21-22 Repair of Food Service  Equipment Hobart April28, 2021 21-15  Operation and Management of Virtual Bookstore Textbook Brokers March 25, 2021 21-14 Emergency Ambulance and  Other Services Emerson Ambulance Services March 22, 2021 21-13 Waste Disposal MARCK January 12, 2021 21-12 Banking Services Centennial Bank  December 15, 2020 21-11 Boiler Jaco Sales December 1, 2020 21-10 Student Recruiting  Media Program Cox Media Group November 17, 2020 21-02 REAL ESTATE RESIDENTIAL BROKERAGE AND MARKETING  SERVICES Halsey Thrasher and Harpole Real Estate Group September 22, 2020 21-08 European Partner Consultation Cormack Consultancy Group October 29, 2020         2019/2020     BID/RFP/RFQ Number  Commodity Award to: Opening Date BID 20-26 Soap and Hand Sanitizer Dispensers American Paper and Twine May 19, 2020 RFP 20-23 Event and Temporary Staff Services Staffmark Andy Frain March 10, 2020 RFQ 20-18 Sales Tax Consulting and Related Work Brown Smith Wallace – St. Louis, MO Hogan Taylor – Little Rock, AR Salt Group  - Jonesboro, AR February 4, 2020 BID 20-19 High Efficiency Condensing Fire Tube Boiler Jaco Sales January 21, 2020 RFQ 20-17 Legal Services in Mexico Holman Fenwick Willan USA LLP January 16, 2020 RFQ 20-16 International Attorney Baker, Donelson, Bearman, Caldwell & Berkowitz, PC Quarles & Brady LLP December 13, 2019 RFP 20-15 ESPN +/ Digital Media Services Niles Media December 10, 2019 RFQ 20-13  IT Consulting Constituo December 4, 2019 RFP 20-07 Independent External Auditors Landmark PLC December 4, 2019 RFQ 20-01 Outside Legal Counsel Bass Berry and Sims PLC August 20, 2019 RFP 20-02 Enrollment Management Services Not Awarded November 7, 2019 Construction  ON CALL ARCHITECTURAL SERVICES Multiple Vendors October 21, 2019 2018/2019     BID/RFP/RFQ Number  Commodity Award to: Opening Date BID #20 Construction Equipment Hugg & Hall June 25, 2019 RFP 19-12 JOC Various Vendors May 17, 2019 RFP 19-11 CHILLER PREVENTIVE MAINTENANCE Integrity Mechanical Solutions LLC May 21, 2019 BID #15  KASU Transmitter Nautel Limited  April 18, 2019 BID #12 Microscope NanoImages LLC April 2, 2019 RFP 19-10 Chancellor Performance Evaluation AASCU-Penson January 22, 2019 RFP 19-09 Education Abroad Services CEA Study Abroad Selection Travel Study SAI Programs Campusb Borderless Education Education First (EF) Study Tours CAPA AIFS Study Abroad Academic Programs International  Fellowship Travel International International Studies Abroad World Endeavors LLC January 22, 2019 RFP 19-08 Interactive Communication Platform Voice Thread December 5, 2018 RFP 19-07 Virtual Campus Tour Bid Not Awarded November 1, 2018 RFP #19-06 Consulting Firm for Searches Bid Not Awarded  December 12, 2018 RFP 19-05 Strategic Planning Consultant The NAPA Group November 26, 2018 RFP 19-04 Donor CRM System Blackbaud September 7, 2018 RFP 19-03 ASO PHARMACY MedImpact June 25, 2018 RFP 19-02 Identity Authentication Solution BioMetric Signature ID July 10, 2018 RFP 19-01 ASO MEDICAL Blue Advantage June 25, 2018 2016/2017/2018 RFP #49 iOS AND ANDROID MOBILE  ONLINE COMMUNITY APPLICATION We Are Few LLC June 12, 2018 BID #1 Landscape Services Anderson Landscaping May 18, 2018 RFP #21 Online Customer Contact Services NICE inContact April 25, 2018 RFQ Construction ON CALL ARCHITECTURAL SERVICES Multiple Vendors April 13, 2018 RFP #19 Archives & Special  Collections Part 2 Scene Savers February 20, 2018 RFP #17 Background Screening Services Sterling Infosystems Inc. January 23, 2018 RFP #16 Archives and Special  Collections Services Crawford October 18, 2017 BID #14 Janitorial Supplies Martin Industrial Services August 15, 2017 RFP #11 Plagiarism Detection System   August 1, 2017 RFP #10 Emergency Notification System Rave Wireless Inc. July 14, 2017 BID #9 Phonathon Management Firm Wilson-Bennett Technology Inc June 20, 2017 BID #8 Tree Pruning & Removal Services Williams Tree Service May 18, 2017 BID #6 Kitchen & Janitorial Supplies Martin Industrial Supplies April 28, 2017 RFP #7 Water Treatment Program Chem-Aqua April 28, 2017 BID #5 Tree Pruning & Removal Services Rejected - Rebid April 20, 2017 RFP #44 Efficiency and Transformation Review Huron Consulting April 20, 2017 RFP #43 Campus Cable TV Apogee April 13, 2017 RFP #38 Legal Services Barber Law Firm focusing on real estate and general legal matters. Friday, Eldredge and Clark, LLP focusing on general legal matters. Lightfoot, Franklin, White LLC focusing on NCAA matters and compliance. Ogletree Deakins, focusing on immigration matters. Schrantz Law Firm PLLC, focusing on patents, trademarks, copyrights and intellectual property matters. Wright, Lindsey & Jennings LLP, focusing on general legal matters. Womack Phelps Puryear Mayfield and McNeil, P.A. focusing on bankruptcy matters and general legal matters. April 7, 2017 BID #4 Suppression Fire Systems Testing & Inspection State Systems Inc.  April 5, 2017 RFP #34 Water Treatment Program Rebid on RFP #7 April 4, 2017 BID #3 Cleaning & Inspection of Hood Systems State Systems Inc. March 24, 2017 BID #2 Annual Fire Protection Testing and Inspection Reliable Fire Protection March 22, 2017 BID #1 Uniforms G & K Services March 13, 2017 BID #37 Used Van Crane Ford March 13, 2017 RFP #33 Study Abroad Travel Programs Centro Panamericano de Idiomas (CPI) C.E.P.A. E.F. College Study Tours International Studies (ISA) Select Travel Study Student Universe February 10, 2017 BID #27 Repair of Refrigeration and Ice Makers Denver Refrigeration January 19, 2017 RFP #30 Professional Review of Admissions,  Records and Registration Department AACRAO Consulting November 30, 2016 BID #26 Grease Pumping/Drain Jetting Harris Pipe & Line Plumbing October 25, 2016 RFP #27 Mobile Print Management Solution Tracsystems October 25, 2016 BID #25 Patient Simulation Equipment & Supplies BoundTree Medical LLC October 21, 2016 RFP #14 Door Access Control Systems Blackboard October 11, 2016 RFP #23 Study Abroad Services Will not be awarded September 22, 2016 RFP #6 Legal Services for Mexico Squirre Patton Boggs September 12, 2016 RFP #21 Wolftracks Yearbook Josten's Inc September 7, 2016 RFP #19 Audio/Stage Light Services ProShow Systems, LLC and Sidetraxx Productions September 7, 2016 RFP #18 House Rigger and Rigging Services Cole Entertainment Services September 2, 2016 RFP #5 Procurement Strategic Plan Development Services Will Not Be Awarded August 9, 2016 BID #3 JOC Ordering Contract Various Vendors Awarded July 28, 2016 BID #51  Risk Management Consultant & Brokerage Services Bancorp June 10, 2016 BID #52 Tractor Lease Greenway Equipment May 27, 2016 RFP #43  ASO Medical Cigna May 6, 2016 BID #33 Waste Collection, Transportation, and Disposal Tradebe Environmental Services March 30, 2016 Campus Credit Card Procurement Card WHAT IS A P-CARD? The State Procurement Card, also known as the P-Card, is a credit card that each department will use to purchase low-dollar, supply items. The P-Card program is designed to help better manage these purchases. When entering Concur descriptions and comments, please do not use double quotes (“ “) when entering a word or phrase, such as “Mentor Monday”. Also, do not use the pipes symbol (|). The pipes symbol is located on the same keyboard key as the backslash symbol. These symbols cause errors when Concur information is fed over into Banner.  If you have any questions, please contact Mike Smith at 870-680-4230 or  mismith@astate.edu .  INSTRUCTIONS AND FORMS FOR P-CARD Approving P-Card Statement Reports P-Card Reconciliation Guide P-Card Delegation Form Pcard Nonallowables PCard Allowables PCard Application Credit Limit Increase Request Gift Card Request Form Student Prize Form Benefits P-Cards benefit the departments, the University, and our vendors by allowing easier access to purchases and eliminating the need for a purchase order. The P-Card will be issued to designated, full-time employees in each department to enhance University and departmental effectiveness and economy of operations. Grant Accounts Office of Programs and Grants no longer allows a grant account to be used as the default account for a P-Card.  The department must use their supplies and services account as the default account and then reallocate in Concur. Additional Paperwork Requirements When processing your monthly P-Card transaction log, additional paperwork is required for the following: Food Purchased from an Outside Source A completed food purchase form must be attached to your transaction log. The P-Card cannot be used for restaurants or catering services, with the exception of Sodexo. On-Campus Events The Food Purchase for On-Campus form MUST be approved by dining services for food can be purchased. Off-Campus Events Use the Food Purchase for Off-Campus form for events held off campus.  These purchases must be approved by the Director of Procurement before purchase. Promotional Items All purchases for promotional items must be made from a CLC vendor.  If the purchase is not made from a CLC vendor the holder is responsible for reimbursement to the P-Card account for the amount of the purchase.  This reimbursement must be done with Foundation or other private funds. Individual Membership Fees Attach a memo from the Dean signed by the Vice Chancellor or Director approving the membership. Procurement Services FAQ Where to order Office Supplies Office supplies are no longer on a mandatory state contract.  Procurement Services encourages using the preferred cooperative contract at Staples for office supply purchases.   P-Cards can be used at the Office Depot store. GSS/Staples, Inc: GSS is a minority E & I Cooperative (CNR-01373) office supplier for ASU Office Depot, Inc: Office Depot is a State Contract (SP-19-0069) office supplier for ASU Link to order: h ttps://business.officedepot.com/ Ordering Guide Welcome Guide Food Purchases Procedures Food Purchase Requests: Departments must complete the Food Purchase Request form when using state funds to purchase food. The form is to be used for food purchases, for both on or off campus, events not provided by Sodexo, Inc., our Dining Services vendor. The form is not required when food is purchased using A-State Foundation or Student Agency funds. On-Campus facilities  include all buildings on the Jonesboro campus with the exception of the Judd Hill Center. Off-Campus facilities  include restaurants, parks, and other establishments not on the Jonesboro campus. Sodexo  must  be used to cater the event when the event is held on campus. On-Campus Official Functions •  Food purchased for an on-campus function must be purchased through Sodexo, Inc. •  In the event, Sodexo is unavailable, the Food Purchase Request Form must be approved by Sodexo, Inc.,  PRIOR  to ordering from an off-campus vendor. Required Approvals • All food purchase requests for off-campus official functions must be approved by Sodexo, the department head, chair, dean, and vice chancellor  PRIOR  to the event. Food Purchase Request Form   Sodexo Signature is NOT required on Food Form: • Candidate Interview meals • Donor meals • Official Recruit meals • Food purchases provided by Sodexo • Classroom experiment food • Coffee/WATER & supplies for University guests only • Candy for community fairs, recruitment trips, and other University functions. *Candy for the department is not allowed. • Meals outside of Jonesboro   Sodexo Signature Required on Food Form Prior to Event • Food purchased for an off-campus official function in Jonesboro • Food purchased for an on-campus official function where Sodexo is unable to provide meal. • Athletic Team meals For more information on official functions categories, see Operating Procedure 05-09 and the Food Purchase Request form on Procurement Services’ web site. Denying a requisition or budget transfer To Deny a Requisition or Budget Transfer Note: Initiators can deny their own requisitions until the last person in the approval queue approves it. Click on the Self-Service Banner (SSB) icon in  myCampus . Click on the Finance menu. Click on the Approve Documents link. Click Submit Query. Click on the Disapprove link for the document that needs to be denied. Click on the Disapprove Document button. Once this is done you will receive an e-mail stating the document has been disapproved. You can now login to Internet Native Banner (INB) and make corrections or delete the document. Finding a lost requisition If you have been timed out in the middle of processing a requisition and forgot to write down a requisition number, please use the following steps to find your lost requisition. In Banner, go to  FPIREQN Click on the arrow beside the word Requisition (leave the requisition field blank). When the screen opens, click on the Enter Query icon to erase all the fields. Tab over to the field Requestor Name and type in the wildcard ( % ), the last name of the initiator and then the wildcard ( % ) again. Tab over to the Request Date field. Type in the date the requisition was entered. The date format must be:  DD-MM-YYYY . Click on the Execute Query icon. When you locate the lost requisition, double click on the requisition number and it will open the requisition for completion. Processing an on-campus vendor purchase For instructions please see  On-Campus Purchasing. Technology Purchasing Processes All technology purchases must be accessible to the visually impaired. This includes new technology purchases and software renewals. A VPAT (Voluntary Product Accessibility Template) on most purchases will be required to verify the purchase is compliant with Arkansas law. ***The department is not required to obtain a VPAT from a state/cooperative contract items (ex. Dell). Software cannot be purchased via the P-Card unless approved in advance to verify that it meets the requirements.    Software Purchases: Technology & Digital Service Purchase Pre-Authorization:  Before purchasing software, departments must submit the  Technology & Digital Service Purchase Pre-Authorization form form along with the required documentation. Security Review Process:  The IT Security team will review the submitted software documentation to ensure compliance with university and industry security requirements. The team will also work with the necessary users/departments to address any concerns with the vendor, if applicable. Security Approval:  Once the software is approved by IT Security, the department will be notified and can proceed with the requisition process as per standard operating procedures. Procurement will also be notified of the security approval.  Existing Procurement Processes:  Please note that all current procurement processes remain in effect, including those for any purchases or contracts exceeding $20,000. Departments should contact Procurement at  procurement@AState.edu  for further guidance on these purchases. Audio/Visual Equipment, Cisco Desktop Phone, Digital Signage, and TV Purchases:  Contact ITS at 972-3033. Cell Phone, MIFI and Data Plans (for iPads) -  Contact ITS at 972-3033. You may also go to the  Network & Wireless  section of the Help Desk ticketing application.  On-Campus Purchasing from ITS Vendor ID: 50554137 Obtain a quote from Information and Technology Services. Initiate an online requisition to ASU Information and Technology Services. Override the default Commodity Code description with the specific description and item number of the product being ordered. Any additional information for line items should be entered in Item Text. Enter quantity and amount. Use Tax Group 'P' for services or 'U' for purchases. Procurement will process the requisition and complete a purchase order Procurement writes the PO number on the requisition, and then forwards the requisition and back-up documents to Accounts Payable for payment. For more information, see the  Information and Technology Services  web site Dell Purchases: Vendor ID: 50005425 Use the following Commodity Codes: 20701 – Computer Supplies 20401 – Non-Capital Computers and Laptops 20402 – Capital Personal Computer Request an e-quote from Shane Johnston,  shanej@astate.edu Initiate an order requisition Override the default commodity code description with the description from the quote Enter the following in Document Text: Line 1: 4600053723 Line 2: E-quote number Once the requisition is approved, Procurement will process it, place the order at Dell, and complete a purchase order. An email attachment of the purchase order will be sent to the initiator Once the items have been delivered or picked up, the initiator should receive the items in Banner. When the order is incorrect, the initiator should contact Accounts Payable at 972-2315 Apple Purchases: Information and Technology Services Vendor ID: 50004884 Use the following Commodity Codes: 20701 - Computer Supplies 20402 - Capital Personal Computer 20404 - Non Capital-iPads, Tablets and Cell Phones 20401 – Non-Capital Computers and Laptops Request a Apple Proposal from ITS,  it_hardware@astate.edu Enter an order requisition. Override the default commodity code description with the description from the Apple Proposal received from ITS.  Enter the following in Document Text: Line 1: 4600055281 Line 2: Apple Contract number 1013697 Line 3: Account number 477550 Line 5: Apple Proposal number Line 6: Who will this device(s) be for/Who will be responsible for the device(s) Once the requisition is approved, Procurement will process it, place the order at Apple, add  it_hardware@astate.edu  to the email list, and complete a purchase order. An email attachment of the purchase order will be sent to the initiator Once the items have been delivered or picked up, the initiator receive the items in Banner. When the order is incorrect, the initiator will need to contact ITS.  Please see the following guidelines for all ASU technology purchases: Technology Accessibility (VPAT)   Moving Procedures RELOCATION ALLOWANCE FOR NEW FACULTY AND PROFESSIONAL STAFF To outline allowable relocation costs and to clarify non-allowable costs:  Arkansas Code 19-4-522 (5) (e) allows the payment of employee moving expenses from state funds by institutions of higher education. Within the fiscal limitations of departmental units of Arkansas State University a dean, director, or department head may pay an amount equivalent to up to 10% of the annual salary in moving expenses for new faculty or professional staff employees. The President, Chancellor, or a Vice Chancellor may authorize payments greater than this amount. The terms of agreement for payment of moving expenses should be included in the letter of appointment. The University's obligation applies to the movement of a "household" and does not constitute a separate allowance to each member of a family employed by the University.   Allowable Costs: Moving the employee's household goods and personal effects. Travel, including lodging but not meals, from the former residence to the new residence. This includes one night of lodging upon arrival at the new home destination. Subsequent nights of lodging are the responsibility of the employee. Since it is often more economical to ship books by parcel post, individuals should investigate this possibility and should keep receipts to submit with their request for reimbursement. If the faculty or professional member elects to move himself/herself (U-Haul, etc.) rather than utilizing commercial movers, receipts should be kept for vehicle or trailer rental charges, gasoline and oil purchases, toll charges, and special labor charges (other than the faculty or professional himself/herself) required in assisting with loading and unloading.   The University does not share in the following costs: Storage of personal effects at either end of the move. Additional insurance coverage over and above than normally carried by commercial moving companies. Moving of household effects and personal books, not professional books, from an address other than the home address from which the individual is moving. Tipping Any subsequent moves from temporary to permanent housing not made within 6 months of the original move, nor agreed to upfront in writing as part of the employment offer.  Move scheduling should be done as soon as possible upon acceptance of employment, within one year from start of employment. Three written moving estimates must be secured for any amounts over $20,000. Estimates under $20,000 does not need bidding. Payment will be made directly to the moving company by the university, or reimbursement for moving household goods and personal effects may be made to the employee, up to the amount authorized for the move. Original receipts are required for all reimbursements. Procurement Services will not resolve any problems encountered with any moving companies. Regardless of how the employee manages a household move, moving expense payments to vendors of ASU employees must follow University Procedures. During the move, the moving company may ask for guidance from the employee being moved. The employee being moved must understand that verbal instructions to the moving company may constitute a contract. ASU will not pay for verbal charges outside the written contract, and the employee will be solely liable. The moving employee needs to exercise caution to avoid this personal additional expense. When in doubt concerning a request from the moving company, call Procurement Services at 870-972-2028 for assistance.   THE FOLLOWING STEPS SHOULD BE FOLLOWED WHEN HOUSEHOLD GOODS MOVING SERVICES ARE REQUIRED. Inform your new employee in writing of the allotted amount the department is willing to pay for moving expenses. The new employee must attain three bids for any estimate over the $20,000 threshold. Estimates under $20,000 does not need bidding.  Once they have received the cost estimates and selected the moving company, they should contact their ASU department with the information. The department should then follow through with an approved requisition to Procurement Services with the following information: Name and phone number of employee moving; Name of contracted moving company and quote number, if applicable Date of move and any pertinent particulars needed to ensure a successful move;  Copies of three the estimates (if over $20,000) or a written quote for submittal (if under $20,000). The employee should assure that the estimates/quote are within the authorized budget before the move takes place. Any questions should be directed to Procurement Services before the employee signs the contract. Location employee is coming from and moving to. For moves over $20,000 please see below: Contract Vendor: Armstrong Relocation United Van Line Contact Info: Rob Hurt -  RHurt@goarmstrong.com  or 800-288-7396 Armstrong will need the following information provided: Employee’s name Phone number Email address Moving location from and to. Lead Time: 10 day or 2 week advance notice E&I Contract Number Minimum Order: 2,100 pounds Discount: 66% Fuel Surcharge: Not fixed. Dept of Energy determines monthly. Armstrong will supply a written estimate not to exceed 10% quote Insurance: Full Replacement Value Coverage with NO DEDUCTIBLE is based on $5.00 x weight of the shipment up to $100,000 at NO COST DURING THE MOVE Armstrong Customer Service Rep: Pam James – 901/547-7392 or  pjames@goarmstrong.com She will be in contact with the transferee before, during, and after each move. Satellite tracking capabilities are installed on all over the road trucks. Vendor Numbers 50005258 Adidas America Inc 50007261 A-State Printing Services 50007261 A-State Printing Services 50005351 Sodexo Operations LLC 50005351 Sodexo Operations LLC 50005351 Sodexo Operations LLC 50005351 Sodexo Operations LLC 50005351 Sodexo Operations LLC 50264407 Cintas Corporation 50264407 Cintas Corporation 50553930 Breaking Bonds Ministries Inc 50005184 O'Reilly Automotive Stores Inc 50005184 O'Reilly Automotive Stores Inc 50545085 A-State Facilities Management 50212506 Midwest Library Service 50005033 CDW Government LLC 50394560 Canon Solutions America Inc 50394560 Canon Solutions America Inc 50005425 Dell Marketing LP 50005425 Dell Marketing LP 50004771 St Bernards Medical Center 50005286 Elite Graphics LLC 50004770 City Water and Light 50949061 T R Harris Plumbing LLC 50005202 Lamar Companies 50005450 Sherwin Williams Co 50445480 Andy Frain Servs Inc 50005507 Associated Radiologists Ltd 50005609 Summit Utilities Arkansas Inc 50005028 Entergy Arkansas LLC 50305191 MARCK Recycling and Waste Services of NE AR LLC 50305191 MARCK Recycling and Waste Services of NE AR LLC 50310661 Pettus Office Products Inc 50310661 Pettus Office Products Inc 50310661 Pettus Office Products Inc 50310661 Pettus Office Products Inc 50005033 CDW Government LLC 50005355 Jonesboro Winnelson 50624786 In His Wings Ministry 50471314 Howard Technology Solutions 50471314 Howard Technology Solutions 50471314 Howard Technology Solutions 50394560 Canon Solutions America Inc 50394560 Canon Solutions America Inc 50394560 Canon Solutions America Inc 50394560 Canon Solutions America Inc 50394560 Canon Solutions America Inc 50394560 Canon Solutions America Inc 50834906 Robert Ferrilli LLC 50834906 Robert Ferrilli LLC 50834906 Robert Ferrilli LLC 50006116 The Emery Pratt Company 50005550 Pruitt Promotions Inc 50187306 Hugg and Hall Equipment Co 50005489 Arkansas State University System Foundation Inc 50005781 Paragould Communications Inc 50039932 Paul H Brookes Publishing Company Incorporated 50004800 Grainger Inc 50004800 Grainger Inc 50543276 Corinth Coca-Cola Bottling Works Inc 50543276 Corinth Coca-Cola Bottling Works Inc 50543276 Corinth Coca-Cola Bottling Works Inc 50005346 Fisher Scientific Company LLC 50577066 Embassy Suites Hilton Jboro Red Wolf Convention Ctr 50489089 Running Threads LLC 50542384 A to Z Lawncare LLC 50005855 Jonesboro Winair Co 50004884 Apple Inc 50004884 Apple Inc 50004884 Apple Inc 50005505 Dickson Orthopedics PA 50005115 RGB Mechanical Contractors Inc 50005115 RGB Mechanical Contractors Inc 50005115 RGB Mechanical Contractors Inc 50005115 RGB Mechanical Contractors Inc 50005511 Nexair LLC 50005511 Nexair LLC 50005511 Nexair LLC 50005511 Nexair LLC 50005454 Gibson's Sign Mart Inc 50005454 Gibson's Sign Mart Inc 50867186 STM Ground Inc 50185055 A-State Parking Services 50006263 American Paper and Twine Company 50006263 American Paper and Twine Company 50004983 Printing Papers Inc 50005825 Henry Schein Inc 50005825 Henry Schein Inc 50031531 Optimum 50004804 Jonesboro Regional Chamber Of Commerce 50005432 ASU Red Wolves Foundation 50005106 Ritter Communications 50005106 Ritter Communications 50005301 Anixter Inc 50005301 Anixter Inc 50005301 Anixter Inc 50006249 Amazon Capital Services 50554137 ASU Information and Technology Services 50554137 ASU Information and Technology Services 50005558 Airgas USA LLC Bienali Promotions LLC – 51021711 4imprint Inc – 50209600 Blink Marketing Inc – 50873859 Coles Screen Printing – 51021712 Design Shoppe – 50004981 Elite Graphics LLC – 50005286 Lasting Impressions Promotions Inc – 51021713 Pruitt Promotions Inc – 50005550   On-Campus Purchasing For On-Campus Purchasing Instructions click here