Tools
Public Institution: Standing Purchase Order Template
- Implement
- Public Institution
- Purchasing Commitment
- Self-Operated
- Vendors
Standing Purchase Order
If a vendor and an institution want to establish a more regular purchasing cadence, they might consider establishing a standing purchase order. This is a recurring purchase made at a specified time interval. The purchasing amount can be for a monetary amount (e.g., $500), an exact numerical quantity (e.g., 3 cases of potatoes), or for a quantity by weight (e.g., 10 pounds). The specified interval can be any length of time (weekly, semesterly, quarterly, or seasonally).
Public institutions will need to be aware that standing purchase orders may require formal solicitations, depending on the value and frequency of the transactions.
Keep In Mind:
Additional information about alternative language and how to complete each provision of this tool can be found on the relevant Implementation Stage in the Guide.
Title
[Commitment Tracking Number]
[Date]
Introduction
STANDING PURCHASE ORDER BETWEEN [INSTITUTION] & [VENDOR]
| [Institution]
[Address] [Phone/Email]
[Designated Contact] [Phone/Email] |
[Vendor]
[Address] [Phone/Email]
[Designated Contact] [Phone/Email] |
Product, Quality & Pricing
[Institution] will purchase [insert set dollar amount]dollars per installment of the standing purchase order with [Vendor]. Installments will be comprised of [insert type and quality of product]. Individual pricing of product(s) will adhere to the following:
- [Insert pricing per unit amount/range/standard for each product included]
| Product | Quality & Description | Pricing Per Unit |
|---|---|---|
| [Insert product number if available or name of product] | [Insert quality requirement and any additional description] | [Insert set price/range/standard] |
Commitment Duration
[Institution] will purchase the specified amount and product(s) listed on this purchase order form [insert recurring order interval]. The commitment is for [insert duration of commitment]. There will be [number of deliveries] deliveries beginning [insert start date] and ending [insert end date].
[*If there are reduced or excluded installments, list the relevant installment dates and related information (e.g., specific reduction amounts).]
Payment
Installment payment from [Institution] is due to [Vendor] on [date]. Payment should be delivered in the form of [insert form of payment] addressed to [Vendor].
Delivery
[Vendor’s] deliveries will be made on [insert day] at [insert time] every [insert recurring interval]. If an installment is delayed or will not be fulfilled, [Vendor] will notify [Institution] at the earliest opportunity. [*If there are excluded installments, list the dates where there will be no delivery.]
Cancellation Policy
[Institution] and [Vendor] reserve the right to cancel this order at any time without cost or obligation for any items not released against this order.
Other
- Return Policy: [Institution] may return any produce that is received in a condition not fit for consumption.
- Price Guarantee: The amount of the standing purchase order is the agreed total price and shall not be exceeded without advance written consent from the [Institution’s designated contact] identified on the order.
By signing below, parties agree to the terms of this agreement.
| ___________________________________ Signature of Institution Designated Contact _________________________________ ___________________________________ |
_________________________________ Signature of Vendor Designated Contact _______________________________ |