I'm posting this update for anyone who finds this topic in the future:
In the end we managed to get a separate quote via e-mail for our records, but still go through the on-line ordering system using our P-Card. Also we had an unfortunate mis-typing of one of our email addresses, but thankfully we had some people on the CC list. That explains why we thought replies were slow.
The order has been made, and we anticipate our new 3D printer in a few weeks time