4.13 Purchasing


(Reaffirmed 12-2-1991; Revised 8-25-2008; 12-5-2022)

The Board of Trustees authorizes the College President to administer the College Purchasing Policy in accordance with state and federal laws.

Procedures (Revised 8-25-2008; 12-5-2022)

4.13.1  All purchases shall be made with the objective of securing goods and services at the lowest possible cost to the College consistent with satisfactory standards for quality and service.

4.13.2  Purchases shall be made in accordance with the expenditure limits listed below. Purchases may not be split for the purpose of reducing the dollar amount to circumvent the College’s purchasing requirements.

  1. Expenditures up to $1,000
    The Chief Financial Officer and designees are empowered to make purchases necessary for the operation of the College as long as the amount does not exceed $1,000.
  1. Expenditures over $1,000 up to $5,000
    The Chief Financial Officer and designees are empowered to make purchases necessary for the operation of the College without competitive bidding if the expenditure is over $1,000 and up to $5,000 after obtaining at least three (3) verbal or written price quotations, if obtainable. The three (3) quotations or the reason three (3) quotations were not obtainable will be documented in the purchasing system.
  1. Expenditures over $5,000 but less than $20,000 (Revised 12-5-2022; 8-17-2023)
    The Chief Financial Officer and designees are empowered to make purchases necessary for the operation of the College without competitive bidding if the expenditure is over $5,000 and less than $20,000 after obtaining at least three (3) written price quotations, if obtainable.  The three (3) quotations or the reason three (3) quotations were not obtainable will be documented in the purchasing system.
  1. Expenditures $20,000 or more (Revised 5-30-2018; 12-15-2022; 8-17-2023)
    In the event a proposed expenditure is $20,000 or more, the expenditure shall not be made until competitive bidding has been engaged.  Bid specifications shall be prepared by the Chief Financial Officer or designee in consultation with other appropriate staff as necessary.  Bids shall then be advertised on the ECC website.  Bids shall be submitted using the online purchasing system.  The College will not accept responses to solicitations posted on the website that are submitted by means other than this online purchasing system.  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 of $20,000 or more must be approved by the Board of Trustees of the College.
  1. Expenditures utilizing federal funds (adopted 5-30-2018; Revised 12-5-2022)
    All activities paid with federal funds will follow federal requirements including but not limited to a review of vendor eligibility on SAM.gov per 2 CFR 200.212.  The grant manager will check sub-awardees and contractors for goods and services 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 in the purchasing system as supporting documentation.

4.13.3  Exceptions

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 the originator.

4.13.4  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.

4.13.5  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.

4.13.6  Preference to Service-Disabled Missouri Veterans and Firms  (Adopted 12-5-2022)

 In making purchases, preference shall be given to service-disabled veteran businesses as described in, and in compliance, with RSMo 34.074. 

4.13.7  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.

 4.13.8  All purchases must be authorized by an appropriate College official.

4.13.9  Vendors, Suppliers, Contractors, and Subcontractors (adopted 12-13-2018)

East Central College makes every reasonable opportunity for minority/women/ disadvantaged business enterprises, and labor surplus area firms (M/W/DBE/LSAF) to participate in the College’s contracts as vendors, suppliers, contractors, and subcontractors performing work and/or services for East Central College.  Therefore, contractors are encouraged to actively locate and include M/W/DBE/LSAF in their procurement efforts and to increase the amount of business done with these enterprises.

4.13.10   Cybersecurity Assurance (Adopted 9/22/2023)

All vendors providing information technology services to East Central College must provide written assurance of their cybersecurity protocols that will ensure the security and confidentiality of student records and information as required by the Gramm-Leach-Bliley Act (Public Law 106-102), or other applicable federal or state law.