Purchasing Authority Procedure – 62.05.03
College Policy Number/Title:
To provide greater efficiency, aspects of the purchasing function at Howard Community College are decentralized, allowing cost center managers the ability to make purchases with proper approval. All purchases must be within budget limitations.
The president designates the procurement office to administer the procurement requirements of the college. The procurement office will ensure that all purchases are made in accordance with college procedures and oversee contract administration for purchases. The procurement office will also confirm that all procurements are made with the necessary approval as specified below:
The board of trustees will 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 will also approve the following types of procurements when the good or service is reasonably expected to cost $100,000 or more:
- the award of all bids;
- a purchase from a sole source vendor; and
- the use of a cooperative purchasing agreement.
All emergency procurements that are made that cost $100,000 or more will be ratified by the board.
The president will approve the following types of procurements when the good or service is reasonably expected to cost $50,000 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; and
- all purchases made through a cooperative purchasing agreement.
The president will also approve all emergency procurements greater than $100,000, and 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 proposal.
Approvals for small procurement purchases will be subject to the following limits:
Vice presidents and the executive associate to the president
Executive directors, associate vice presidents, and division deans
Directors and cost center managers
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.
Effective Date: 09/10/21
President's Office Use: VPAF/PRES