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Procurement Guidelines

APS Procurement Guidelines, updated February 4, 2020.

Approved Payment Methods


The Purchasing Card is a credit card that provides an efficient and effective method of purchasing and paying for small dollar items with a total value of $1,000.00 per transaction with a maximum of $5,000 per month.

Purchase Order

An approved purchase order issued by the Procurement Office is required before a vendor provides any goods or services. The purchase order serves as a formal contract for goods and/or services from vendor.

Check Request

A request used primarily used for refunds and reimbursements. A check request purchase order does not produce a physical document and an invoice is required to be sent to accounts payable for check to be processed.

APS Professional Service Agreement

An APS Professional Service Agreement is utilized for contracting for professional development/professional services. A written proposal from the vendor is required and shall be incorporated into the APS Professional Service Agreement.


Quotes or proof of costs are required from vendors to start the purchasing process. The quotes should document cost of goods or services and description of goods or services. A quote may also contain terms of sale and terms of payment. Three quotes may be required for orders between $10,000 and $59,999. The using school or department is responsible for attaining quotes.

Existing Contracts (Price Agreements)

Contracts that are awarded through a formal procurement process. Utilizing these contracts allows purchases without obtaining three quotes. These contracts usually have discounted or favorable costs, terms and conditions.


  1. Procurement policies and processes adhere with the State of New Mexico Procurement Code.
  2. Splitting of orders to avoid dollar thresholds violates state law.
  3. An approved purchase order issued by the APS Procurement Office is required before a vendor provides good and/or services. Schools/Department personnel shall not place verbal orders with a vendor.
  4. If unsure of procurement/purchasing processes, please contact the Procurement Department for clarification before proceeding with the purchase.