4115-7-09 Allocation and orders.

(A) Allocation is the action taken by the central nonprofit agency in designating the qualified nonprofit agency that will produce definite quantities of products or perform site specific services upon receipt of an order.

(B) Purchase orders shall contain:

(1) For products: Vendor's name, address and federal tax identification number, NIGP commodity code, latest specification, quantity, unit of measure price, item description, and place and time of delivery.

(2) For services: Type and location of service required, latest specification, work to be performed, estimated volume and time for completion.

(C) Ordering offices shall issue orders with sufficient time for the central nonprofit agency to reply, for the order(s) to be allocated, and for the qualified nonprofit agency to produce the product or provide the service.

(D) The central nonprofit agency shall make allocations to the appropriate qualified nonprofit agency upon receipt of an order from the ordering office.

(E) The central nonprofit agency shall promptly acknowledge orders. When an order provides a delivery schedule which cannot be met, the central nonprofit agency shall request a revision, which the ordering office should grant, if feasible, or the central nonprofit agency shall issue a purchase waiver authorizing procurement from commercial sources as provided in rule 4115-7-03 of the Administrative Code.

(F) The procurement list shall state for products or services lead time for purchase of materials, production or preparation, and delivery or completion.

(G) The central nonprofit agency shall keep the ordering office informed of any changes in the lead time experienced by qualified nonprofit agency(ies) in order to keep to a minimum requests for extensions once an order is placed by the ordering office. Where, due to unusual conditions, an order does not provide sufficient lead time, the central nonprofit agency may request an extension of the delivery or completion date which should be granted, if feasible. If extension of delivery or completion date is not feasible, the ordering office shall first notify the central nonprofit agency to reallocate or to issue a purchase waiver authorizing procurement from commercial sources as provided in rule 4115-7-03 of the Administrative Code.

Replaces: 4115-7-07

R.C. 119.032 review dates: 04/07/2003 and 04/07/2008

Promulgated Under: 119.03

Statutory Authority: 4115.33

Rule Amplifies: 4115.31 , 4115.32 , 4115.33 , 4115.34 , 4115.35

Prior Effective Dates: 9/29/77, 10/9/97