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POLICY 8-2
PURCHASING
- Issued: 6-30-74
- Revised: 05-07
- Approved:
I. GENERAL AUTHORITY, SCOPE AND RESPONSIBILITIES
A. Purpose
This procedure outlines the policies, responsibilities and procedures for the type of authorized procurement methods used to secure materials and services required by the college.
B. Authority
Pursuant to Section 24-101-301 of the C.R.S., on September 14, 2005, the Fort Lewis College Board of Trustees adopted a resolution exempting Fort Lewis College from the State of Colorado Procurement Code and the State of Colorado Procurement Rules to be effective November 1, 2005.
The statutes of the State of Colorado vest the supervision of the College in the Board of Trustees for Fort Lewis College, which includes the authority for Procurement. The Board of Trustees has delegated to the President the administration of the College pursuant to its policies, including the authority for Procurement, and to delegate that authority to other College officials. Upon the effective date of these Procurement Rules (Rules), all Procurement authority of the President of the College shall be delegated to the College Director of Purchasing. The Director of Purchasing may further delegate his/her authority to persons in College Departments for the efficient operation of the College. The Director of Purchasing is the only person authorized to purchase Goods and Services for the College, unless such specific delegation of authority is made to another employee. Since no rules can cover all eventualities, exceptional cases will be resolved as circumstances and prudent business practices warrant. No employee of the College is empowered to incur any obligation or make any commitment on behalf of the College for the Procurement of Goods or Services, except as provided under these Rules.
Consistent with the provisions of these Rules, the Director of Purchasing may adopt operational procedures governing the internal purchasing functions of the College, including purchases at the department level using the College’s Procurement card and purchase orders. Under these Rules, the Purchasing Department is the final authority at the College for the selection of vendors and the sole authority for the commitment of College funds with respect to the Procurement of Goods and Services. The Director of Purchasing may, from time to time, amend these Rules.
Every commitment of the College for supplies and equipment is required to be in accordance with procedures outlined in this and other applicable instructions. Statute 24-109-404 of the Colorado Revised Statutes states: “If any department, institution or agency purchases any supplies, materials or equipment contrary to the provision of the rules and regulations made hereunder, the head of such department, institution or agency and the employee actually making such purchase shall be personally liable for the costs, thereof, and if such supplies, material or equipment are so unlawfully purchased and paid for out of State monies, the amount thereof may be recovered in the name of the State in an appropriate action instituted therefore.”
Procurement from funds other than State appropriations including, but not limited to, Federal Grants, Auxiliary Services, etc. must comply with all College policies and procedures.
The College is prohibited by State law from making purchases for resale to employees except through established outlets, i.e. Bookstore.
The Central Stores Purchasing Agent is responsible for receiving all items delivered to the College and for the preparation of Receiving Reports relating to these items as prescribed by College Central Receiving procedures.
II. GENERAL
A properly completed purchase order or procurement card are the mechanisms which officially commit College funds for the acquisition of supplies, materials, or equipment.
It is the responsibility of the Procurement Office to insure that a purchase order is completed in accordance with College policy.
III. POLICIES AND RESPONSIBILITIES
The Fort Lewis College Procurement Office was established to support and facilitate the educational, research, and public service missions of the College through the acquisisitons of goods and services by applying best methods and business practices that provide for public confidence in the College. Within the context of the college environment, these rules ensure a procurement process of quality and integrity, broad based competition, fair and equal treatment of the business community, increased economy in the procurement process, and uniform procurement procedures.
IV. PROCUREMENT METHODS
General Solicitation Rules
$2,000 or less: College Departments have purchasing authority.
The College Procurement card is the preferred mechanism for purchases totaling $2,000or less. The College may issue purchase orders for purchases totaling $2,000 or less when the Procurement card is not an option.
$2,001 through $10,000: purchases of goods are processed at the discretion of the Purchasing Agent via a requisition and purchase order
$2,001 through $25,000: purchases of services are processed at the discretion of the Purchasing Agent via a personal services agreement and/or purchase order
$10,001 through $150,000: competition for Goods is sought via the Documented Quote process
$25,001 through $150,000: competition for Services is sought via the Documented Quote process
$150,001 and greater: competition for Goods and Services is sought via either the "Invitation for Bids" or "Request for Proposals" process
Request for Payment
The other vehicle other than procurement cards or purchase orders for paying vendors is a Request for Payment. RFP's are used for payment of utilities, subscriptions, registration fees, and other like purchases. The only time they should be used as a substitute for a requisition for the purchase of goods is when prepayment is necessary and the dollar thresholds apply. All payments made by an RFP must have Procurement Office approval.
For complete policies and procedures, go to: http://www.fortlewis.edu/shared/content/purchasing/procurement_rules_final_files/procurement_final.doc |
