3. Limits and Thresholds
4. Competitive Bidding
5. Request for Quotation/Request for Proposal
6. Bid Information
7. Bid Bonds
8. Waiver of Bid Requirements
9. Sole Source Determination
10. Vendor Grievance
11. Purchases Under $10,000
12. Submitting Requisitions
13. Monthly Purchase Orders
14. Procurement Card Program
15. Departmental Charges and Charge Backs
16. Receiving Merchandise
17. Purchases Without Advance Approval
18. Business Travel Card
19. Procurement of Architect-Engineer, Construction Management, and Land Surveying Services
2.1 “Agreement” means any legally enforceable promise(s) between the University and one or more parties committing University resources. These resources may be money, for example, direct payment, or use of University staff, facilities, equipment, or supplies.
2.2 “Bid Bond” means a guarantee the bidder will accept the contract for the stated bid amount, or the University will be compensated for any additional amount required for the bidder’s failure to perform.
2.3 “Competitive Bidding” means a system whereby two or more vendors are invited to submit bids on goods or services with each submitted bid considered equally.
2.4 “Payment Voucher” means a University form authorizing payment to a vendor.
2.5 “Procurement Card” means a University credit card for purchasing and paying for small dollar transactions from off-campus vendors.
2.6 “Purchase Order” means the document issued to a vendor by the Purchasing Department to formalize an agreement for the purchase of goods and/or services by the University. The goods, services, prices and other terms and conditions are itemized on the document.
2.7 “Requisition”means a request for approval to purchase goods or services.
2.8 “Sole Source” means there is only one known supplier of the requested goods and/or services. One known manufacturer, but more than one supplier, is not a sole source situation.
3.1 Agreements Approval. Agreements involving Washburn University in financial obligations of any kind must be approved in advance by the President, VPAT or VPAT’s designee. Exceptions: procurement card transactions (See Section 14 below) or purchases of less than $500 (See Section 17 below).
3.2 Officials Authorized. The University officials authorized to approve agreements are the President, the VPAT, the Director of Business Services, and the Director of Purchasing.
3.3 Limited Approval Authorization. The VPAT may designate other Employees to sign agreements for specific purposes.
3.4 Sponsored Programs Requirements. In the administration of grants or contracts for sponsored programs, applicable documents may impose additional purchasing requirements. These additional requirements shall also be followed.
3.5 Board Approval Requirement. Proposed purchases of $50,000 or more require advance approval by the Board. Such proposals and appropriate supporting documents are presented to the Board by the VPAT. The following two types of transactions do not require prior Board approval even when they exceed $50,000:
3.6 Employee Sales Restriction. No Employee, except as permitted under the University’s Conflict of Interest policy, shall:
3.7 Agenda Deadlines. Agenda deadlines necessitate items requiring Board approval be submitted well in advance of the meeting. Contact the Purchasing Department for agenda deadlines.
5. Request for Quotation/Request for Proposal (RFQ)/(RFP). Competitive bidding requires the preparation of a Request for Quotation or Request for Proposal. The preparation of this document frequently is an involved process, taking an extended period of time to develop appropriate specifications. Additionally, evaluation of the bids/proposals received may take several weeks.
5.1 Project Initiation. To initiate the project, the Department Head shall contact the Director of Purchasing as many weeks in advance of the desired acquisition date as possible. The Director of Purchasing and the Department Head are responsible for working cooperatively to develop specifications.
5.2 Successful Vendor Selection. The successful vendor shall be identified by the Director of Purchasing in consultation with the Department Head and/or, if applicable, committee. Any contract awarded shall be to a responsible vendor who submits the best, qualified and responsive proposal/quotation as determined by the University.
5.3 Purchase Requisition. The Department Head shall submit a purchase requisition once the successful vendor is identified. The requisition shall be via the electronic approval process.
7.1 Requirement Determination. Requirement of a bid bond shall be determined by the Director of Purchasing. Factors which shall be considered include, but are not limited to:
7.2 Bid Security. Bid bonds shall be the only instrument by which a vendor may provide monetary security for submitting bids.
9. Sole Source Determination. Written justification shall be submitted by the Department Head to the Director of Purchasing to request a sole source purchase. In support of the request, one or more of the following criteria shall be substantiated:
◊ The main purpose of the purchase is to replicate specific experiments using the exact products that produced the original results; or,
◊ Collaboration with another researcher requires products identical to those being used by that researcher.
10.1 University Response. The Director of Purchasing or other officer shall promptly respond as follows:
10.2 Dissatisfied Vendor Response. A vendor dissatisfied with the response of the Director of Purchasing may file a written complaint to the Director of Business Services. The vendor shall:
10.3 Director of Business Services Response. The Director of Business Services’ determination shall be issued in writing not later than five business days following receipt of the vendor’s written complaint.
10.4 Second Vendor Response. A vendor dissatisfied with the response of the Director of Business Services may appeal to the VPAT. The appeal shall:
10.5 Vice President Review. The VPAT shall review:
10.6 Vice President Response. The VPAT’s determination shall be issued in writing not later than five business days following the receipt of the appeal.
10.7 Final University Decision. The VPAT’s determination is the final decision of the University, and the vendor shall be deemed to have exhausted all administrative remedies.
10.8 Contract Award Delay. No award of contract shall be made until the grievance is resolved except when:
12.1 Information Required. Required for the requisition are:
12.2 Submission of Requisition. Requisition is submitted for approval automatically upon completion of the electronic form.
13.1 When Applicable. Utilization of monthly purchase orders shall be permitted when a type of goods or services is purchased from one vendor several times during an established time period. Each purchase of a good or service must be in a small dollar amount. The established time period may normally not exceed one month.
13.2 Requesting the Order. Requests for a monthly purchase order shall be made by submitting a requisition through the electronic approval process.
13.3 Information Required. The request for a monthly purchase order shall include:
13.4 Invoice Requirement. An invoice shall be obtained from the vendor at the time of each purchase.
13.5 Payment Request. The request for payment shall be submitted in the following manner after the last work day of the time period:
14.1 Types of Purchases. Types of purchases for which the P-Card may be used include, but are not limited to:
14.2 P-Card Use Restrictions.
14.2.1 Types of purchases not permitted are listed in the Procurement Card User’s Guide.
14.2.2 No personal purchases with the P-Card are permitted.
14.2.3 Each purchase normally shall be $500 or less, inclusive of shipping and handling costs.
14.2.4 A total dollar limit for each 30 day billing cycle is set by the P-Card holder’s Department Head.
14.3 Obtaining a Card.
14.3.1 To request a P-Card contact the Director of Purchasing to obtain a “Procurement Card Application" form and Procurement Card User’s Guide.
14.3.2 The P-Card will be issued only after the applicant has completed the required training and submitted to the Director of Purchasing a signed “Procurement Card Holder’s Agreement.”
15. Departmental Charges and Charge Backs. Purchases by one University Department from another of goods and/or services may be made. Proper authorization, by signature, to charge the appropriate account(s) of the Department making the purchase is required. Examples of charge/charge back purchases include, but are not limited to:
16.1 Receiving Responsibility. The individual receiving delivery shall:
16.2 Unpacking Responsibility. The individual who unpacks shall:
17. Purchases Without Advance Approval (Payment Voucher). Certain types of small dollar purchases may be accomplished without the use of a purchase order or other contract form. These types of purchases are limited to $500.00 per transaction.
18.1 Application. Contact the Purchasing Office to obtain the application form and instructions for processing.
18.2 Employee Responsibility. The Employee shall:
18.3 Reimbursement. To receive reimbursement, the Employee shall submit a travel expense report supported by documentation including, but not limited to, applicable receipts. The travel card bank statement shall not be considered a receipt.
19. Procurement of Architect-Engineer, Construction Management, and Land Surveying Services. Proposals for services for architect-engineer, construction management, and land surveying (design/management services) shall be publicly solicited. Contracts for such services shall be negotiated on the basis of demonstrated competence and qualification for the particular type of service required. The contracts for service shall be at fair and reasonable prices.
19.1.1 Design/management services necessary to meet emergency needs may be accomplished without public solicitation.
19.1.2 Design/management services which are estimated not to exceed $25,000 may be contracted for by the Administration by direct negotiation and selection. The Administration shall take into account the:
19.1.3 Fees paid to any one design/management individual or organization for professional services during the 24 months immediately preceding negotiation of a contract pursuant to this section shall not exceed $75,000.
19.2 Selection Committee. The President shall, for each project, appoint a design/management services selection committee composed of no fewer than 3 Employees with the VPAT serving as a permanent member to coordinate and account for the work of the committee. Two members shall be from the Facilities Services staff. The committee shall be responsible for:
19.3 RFP Requirements. The RFP shall include, but not be limited to the:
19.4 RFP Response Time. The date for submission of proposals in response to the RFP shall be not less than 15 calendar days nor more than 45 calendar days from the date the RFP is first advertised.
19.5 Respondent Interviews. After reviewing all proposals received, the selection committee shall interview at least 3 of the respondents (all respondents if fewer than 3). Those interviewed shall be those deemed most qualified on the basis of proposal information received.
19.6 Selection and Ranking.
19.6.1 In evaluating interviewed respondents, the selection committee shall consider the following criteria:
19.6.2 Based upon these evaluations, the committee shall prepare a report which:
19.7 Contract Award.
19.7.1 Upon receiving Board authorization, the Administration shall commence contract negotiations in the following manner:
19.7.2 If negotiations with all ranked respondents are terminated, the Administration shall recommend to the Board that:
19.7.3 Any contract awarded shall be at compensation and terms deemed fair and reasonable to the University.