4.6 Purchasing Policy
The Board of Trustees authorizes the College President to administer the College Purchasing Policy in accordance with state and federal laws. This Policy covers purchases of supplies, equipment, library books and materials, insurance and contracted services.
Procedures: (Revised 8-25-2008)
4.6.1 All purchases shall be made with the objective of securing services, materials, supplies and equipment at the lowest possible cost consistent with satisfactory standards for quality and service.
4.6.2 Purchasing to make purchases necessary for the operation procedures shall be based upon the level of expenditure:
a. Expenditures up to $1,000
Without competitive bidding, the Chief Financial Officer and designees are empowered to make purchases necessary for the operation of the district as long as the amount does not exceed $1,000.
b. Expenditures of more than $1,000 up to $5,000
Without competitive bidding, the Chief Financial Officer and designees are empowered of the district as long as the expenditure is more than $1,000 up to $5,000 and as long as the purchase is not made until at least three (3) verbal price quotations are considered if obtainable.
c. Expenditures of more than $5,000 up to $15,000
Without competitive bidding, the Chief Financial Officer and designees shall obtain at least three (3) written price quotations, if obtainable, when purchases are necessary for the operation of the district of more than $5,000 up to $15,000. Further, when deemed necessary by the Chief Financial Officer, advertisement in a newspaper or newspapers of general circulation in the
district for quotations shall be made.
d. Expenditures exceeding $15,000 (revised 5-30-2018)
In the event a proposed expenditure exceeds $15,000, the expenditure shall not be made until competitive bidding has been engaged. Bid specifications shall be prepared by the Chief Financial Officer in consultation with other appropriate staff as necessary. Bids shall then be advertised in a newspaper or newspapers of general circulation within the district. Bids shall be submitted using the online portal known as ESM Solutions – Sourcing Tool. The College will not accept responses to solicitations posted on the website that are submitted by means other than this online portal. The College reserves the right to waive minor technical defects in a bid, or reject any or all bids or any part of any bid. Purchases exceeding $15,000 must be approved by the Board of Trustees of the College.
e. Expenditures utilizing Federal funds (adopted 5-30-2018)
All activities paid with Federal funds require a review of eligibility on SAM.gov per 2 CFR 200.212. Sub-awardees and contractors for goods and services will be checked on SAM.gov to ensure they have not been debarred or suspended from receiving Federal funds (29 CFR 95.13 Debarment and Suspension, also 2 CFR 200.212). The SAM.gov verification form will be downloaded and saved on file as supporting documentation.
Any cooperative contracts established by (1) the state of Missouri, (2) other public agency or entity governed by the laws of the state of Missouri, or (3) any higher education or public entity compact or consortium may be used by the College in lieu of competitive bidding for the purchase of item equipment, supplies, sundries, non-realty leases, maintenance and periodic service agreements. Purchases which are not adapted to competitive bidding, such as (1) sole source purchases, or (2) the procurement of professional services or skill wherein the professional credentials or ability are of primary importance are considered exceptions to the requirement for competitive bidding. The Chief Financial Officer may waive competitive bidding when the purchase will result in direct and immediate savings to the College. Sole source purchases will have supporting documentation from originator.
All insurance will be purchased utilizing the normal bid procedures unless it is a part of a cooperative agreement. Insurance coverages will be reviewed annually.
4.6.5 Preference to Missouri Products and Firms
In making purchases, preference shall be given to all commodities manufactured, mined, produced, or grown within the state of Missouri and to all firms, corporations or individuals doing business as Missouri firms, corporations, or individuals, when quality is equal or better and delivered price is the same or less.
4.6.6 Preference to Local Products and Firms
In making purchases, preference may be given to all commodities manufactured, mined, produced, or grown within the district and to all firms, corporations or individuals doing business within the district, when quality is equal or better and delivered price is the same or less.
4.6.7 The purchase of all merchandise, products and services for College purposes must be done through the Chief Financial Officer. The Chief Financial Officer will coordinate purchasing within the framework of the statutes of Missouri, policies and procedures of the Board of Trustees and regulations promulgated by the Chief Financial Officer.
4.6.8 All purchases must be authorized in advance by a requisition and/or purchase order signed by an appropriate College official.
4.6.9 These purchasing procedures cover the procurement of equipment and supplies and commitments of funds for rentals and service agreements. Such commitments must be covered by purchase orders.
(Reaffirmed 12-2-1991; Revised 8-25-2008)