Article V.03 Procurement of Goods and Services: Procedures

Departmental Oversight

The Purchasing Department will be responsible for establishing procedures for the purchase of materials, supplies, equipment, and services. Purchasing procedures will be based on the objective of securing materials, supplies, equipment, and services from a responsible and responsive vendor offering the best total cost that meets the College’s specifications.

Cooperative Purchasing

The College may participate in cooperative purchasing (including joint bid arrangements, formal membership cooperatives, and permissive cooperatives) as permitted by law and that are deemed advantageous to the College.

Local Preference

Bids received from bidders with a business office in St. Charles County, Missouri (County Bidders) shall receive preference over bids received from businesses without a business office in St. Charles County (Non-County Bidder) according to the following:

Amount Of Preference. County Bidders shall have a two percent (2%) preference based upon the Non-County Bidder lowest and best bid, but the preference shall not exceed five thousand dollars ($5,000.00).

In addition, preference will be given to 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 the delivered price is the same or less. If materials, supplies, equipment and services of equal price and quality can be secured, then preference will be given to County Bidders.

Purchasing Authorizations

GENERAL PURCHASES
  • Purchases of less than $5,000 will be made and approved by department personnel designated by the respective Dean or Director without competitive bidding.
  • Purchases of $5,000 but less than $10,000 must have three (3) written quotations, when possible, prior to purchase. Quotes may be obtained by fax, email, delivery, or standard mail. These purchases will be authorized and approved by the Dean or Director.
  • Purchases of $10,000 but less than $25,000 must have three (3) written competitive solicitations, bids, or proposals. Purchases must be authorized by the Vice President. If three (3) quotations, bids, or proposals cannot be obtained, a written exception must be approved by the respective Vice President.
  • Purchases of $25,000 or greater must have requests for bids or proposals advertised in a newspaper of general circulation. Purchases must be authorized by the respective Vice President and the College President, and must be approved by the Board of Trustees.
CUMLATIVE PURCHASES

In cases where a single vendor receives multiple awards in a fiscal year, the cumulative total will not be subject to the purchasing authorization thresholds above as long as each award was made pursuant to the applicable purchasing authorization for that purchase. College personnel are not permitted to separate a large purchase into several smaller purchases in order to avoid the purchasing authorization requirements above.

TECHNOLOGY PURCHASES

All requests for the purchase of technology (PC’s, laptops, hardware, software, printers, etc.) must be submitted to the Director of Technology Support and Director of Network Computing for review and approval during the requisition process of specifications and compatibility with existing equipment. This includes all technology, regardless of the funding source or purchasing method.

INTERNATIONAL PURCHASES

Purchases outside of the continental United States must be pre-approved by Purchasing to ensure the delivery and payment terms can be met.

SOLE SOURCE PURCHASES

Purchases that are proprietary and only available from one source requires College personnel to obtain proper documentation from the sole distributor or manufacturer indicating the material, supplies, equipment, or service is not available through any other source.

CONFLICT of INTEREST

College employees involved in the evaluation or recommendation of a purchase for the College will not have any financial gain; have a previous employment or business relationship; or have familial connections (defined as the individual employee, his/her spouse/partner, his/her dependent children) with a potential vendor. It is the responsibility of the College employee to disclose all conflicts of interest to their supervisor and to remove themselves from a procurement process immediately when such conflict is known.

EMERGENCY PURCHASES

The College President may waive any and all purchasing policies or procedures, including the requirement of competitive bids or proposals, when the College President has determined that there is:

  • A threat to life, property, public health or public safety.
  • A situation that requires immediate expenditure for repairs to College property in order to protect against loss or damage to College property.
  • An opportunity to prevent or minimize serious disruption of College services.
  • An immediate risk to the integrity of College records or systems.

The President will declare any such purchases to be ‘emergency purchases’ and is authorized to delegate authority to College personnel to take appropriate action. Emergency purchases will be reported to the Board of Trustees as soon as practicable. The Board of Trustees will ratify emergency purchases at their next regularly scheduled meeting.


Content Owner: Administrative Services
Issued: 08/1993
Revision Dates: 01/2008, 06/2010, 07/2019

Policy

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