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PURCHASING POLICY

 

 

POLICY: III-1-3

DATE OF ADOPTION: December 14, 2006

REVISION DATE(S):   

LEGAL REFERENCE: Title 61 

 

I.  Purchasing Authority:

 

This policy establishes that, pursuant to State Statutes, the Seminole State College Board of Regents is exempt from the Oklahoma Central Purchasing Act and has the statutory authority to establish and promulgate purchasing policies and practices.  The College President is responsible for ensuring that purchasing policies are followed.

 

II.  Bidding Requirements for Equipment, Supplies, Contractual Services, and Professional Services:

 

  1. Purchases under $10,000: Purchases of any single item or multiple items under $10,000.00 may be processed without obtaining formal quotes or competitive bids.
  2. Purchases over $10,000 but no greater than $25,000, are subject to competitive bidding.  Three written quotes will be solicited through an informal process and the lowest/best quote selected. 
  3. The Seminole State College Board of Regents will be notified of purchases over $15,000.
  4. Purchases greater than $25,000 but less than $50,000 require formal competetive bidding.  Requests for Proposals (RFPs) will be solicited and the lowest and best proposal will be selected.
  5. Purchases greater than $50,000 require formal competitive bidding and approval by the Seminole State College Board of Regents.
  6. Exceptions to bidding requirements Competitive quotes and formal competitive bids are not required if purchased from:
    1. Sole source/sole brand purchases (A sole source purchase is defined as a purchase or contract for a particular service or item which, by the specifications for the item or qualifications needed by the institution, restricts the bidders to one individual, to one business entity, or to one brand name);
    2. Purchases made from a current State of Oklahoma or Federal General Services Administration contract or at a price less than state contract;
    3. Purchases made on contracts of other state system institutions of higher education, the Oklahoma State Regents for Higher Education or a consortium of such institutions;
    4. Other state government agencies;
    5. Contracts for professional services as defined in Section 803 of Title 18;
    6. Purchase of library books and materials (including periodicals on microfiche, magazine subscriptions, telecourses, and video conferences).
  7. Bid Exclusions    The following are excluded from bidding requirements:
    1. Blanket orders from which purchases will be made to cover items that are needed to maintain existing equipment or products that had previously been purchased      through a competitive bid process.  (Examples:  microcomputer parts and supplies, hardware and software maintenance agreements.)
    2. Blanket orders for purchases made throughout the year for items that cannot be bid.  (Examples: credit card purchases of gasoline for college vehicles when away from campus, acquisitions from book publishers, postage, advertisements)
    3. The purchase of instititutional membership dues in or services from associations directly related to the functioning of higher education institutions.
    4. Utility purchases, including telephone, electricity, natural gas and water and sewer.     

 

III.  Emergency Purchases:

 

Competitive bids or competitive quotes shall not be required for emergency purchases and contracts of $50,000 or less when the College President declares the existence of an emergency.  Unless prohibited due to the nature of the emergency, emergency purchases or contracts over $50,000 shall include quotes obtained by telephone, fax or other expedient means.  The College President will report any emergency purchases or contracts to the Board of Regents at a subsequent Board meeting.

 

 

IV.   Capital Improvements:

 

Competitive bids shall not be required for purchases or contracts for capital improvements costing less than $25,000.

Purchases and contracts for capital improvements of  more than $25,000 but less than $50,000 must be competitively bid pursuant to State Statutes.

 

 

V.   Documentation:

 

A record shall be made of each purchase or contract entered into under the above policy.  Documentation will be filed in the business office to verify compliance with these policies.