To provide greater efficiency, the purchasing function is decentralized, allowing cost center managers the ability to make purchases with proper approval.  All purchases must be within budget limitations.  All individuals who are entrusted with the responsibility of purchasing must adhere to the principles outlined in the procedures when making purchases for the college.

The president designates the procurement office to administer the procurement requirements of the college.  The procurement office shall ensure that all purchases are made in accordance with college procedures, oversee contract administration for purchases, monitor budget compliance, and update purchasing policies and procedures.  The procurement office shall also confirm that all procurements are made with the necessary approval as specified below:

The board of trustees shall approve:

• the award of all contracts as a result of a request for proposal;
• the designation of a vendor as a sole source for purchases that are not small procurements; and
• change orders to contracts awarded as a result of a formal solicitation that are $50,000 or more, or are reasonably expected to cumulatively cost $50,000 or more.

The board shall also approve the following types of procurements when the good or service is reasonably expected to cost $100,000 or more:

• the award of bids;
• a purchase from a sole source vendor;
• the use of a cooperative purchasing agreement; and
• a procurement awarded as a result of an emergency procurement.

The president shall approve the following types of procurements when the good or service is reasonably expected to cost $25,000 or more, but less than $100,000:

• the award of all bids;
• all purchases from a sole source vendor, after the vendor has been approved as sole source by the board;
• all purchases made through a cooperative purchasing agreement; and
• a procurement awarded as a result of an emergency procurement.

The president shall also approve all change orders to contracts awarded as a result of a solicitation that are less than $50,000, as well as all purchases from contracts that have been awarded by the board as a result of a request for proposals.

Approvals for small procurement purchases shall be subject to the following limits:

These procedures are adopted to free the board from direct review of relatively insignificant items, without impairing the strong public policy favoring direct review by the board for items that have a substantial fiscal impact.

Policy Manual Review/Revision:   11/04/11