Procurement Policies and Procedures
SU Procurement Policies
I. Introduction
The University of Maryland Procurement (USM) Policies and
Procedures which were approved December 3, 1999, established
that each institution of the USM shall develop institution
specific policies and procedures consistent with the approved
procurement methods and needs of the individual institutions.
The President of Salisbury University (SU) has approved adoption
and implementation of the following procurement policies for
governance of procurements at SU.
II. Authority and Delegation
Pursuant to Chapter 515 of the Laws of 1999, Higher Education -
University System of Maryland-Coordination, Governance and
effective July 1, 1999, "except as provided in Section 11-203
(E) of the State Finance and Procurement Article," the President
of SU delegates to the Procurement Officer overall procurement
authority. The Procurement Officer shall execute this authority
in accordance with the above referenced USM Procurement Policies
and Procedures and this document. The President also authorizes
the Procurement Officer to delegate, as appropriate, procurement
authority to other individuals, departments, and schools within
the University consistent with the requirements of the USM
Procurement Policies and Procedures and this document.
Notwithstanding any delegation, ultimate responsibility for
procurement rests with the Procurement Officer.
Upon recommendation from the Procurement Officer, the President
or President's designee may, from time to time, amend these
policies and procedures in order that they may remain consistent
with current best methods and business practices. Copies of
these changes will be submitted to the University System of
Maryland.
III. Procurement Methods
SU shall use the procurement methods, policies and procedures,
noted in the University System of Maryland Procurement Policies
and Procedures, approved by the Board of Regents on December 3,
1999 with provisions specific to SU as appropriate, set forth
below:
Purchasing Card Procedures/Guidelines
In addition to the procedures set forth in the State of
Maryland Corporate Purchasing Card Program, University personnel
assigned a Purchasing Card will adhere to the following
procedures/guide lines.
I. Department Requisition - Departments will submit requisition
as an attachment to a GroupWise message. The message must be
sent by the Budget Administrator or authorized designee. (Refer
to Instructions and Procedures to Departments for Requisitioning
Commodities/Supplies and Services.)
II. The single transaction dollar amount may not exceed $5,000.
III. Purchasing Card procurements will be in accordance with USM
and SU Procurement Policies and Procedures (Simplified
Procurements) equal to or less than $5,000.
IV. Purchasing Card transactions will be recorded in
PeopleSoft. (Refer
to instructions and procedures prepared by the University's
Comptroller.)
V. All receiving will be through Support Services Department.
(The exception will be for desktop delivery,
and deliveries to the Bookstore and
University Dining
Services.)
VI. Support Services will provide courier service for the
pick-up of local orders.
VII. Logs, receipts, and credit card statement will be forwarded
to the Purchasing Office HH-222 at the end of each month after
buyer has reconciled log with the statement. For each
transaction entered in the log their should be a document from
the vendor, such as an itemized sales slip, an itemized packing
slip, an itemized cash register receipt, an itemized repair
order, or an itemized invoice.
VIII. Each cardholder will be responsible for achieving 25%
minority participation from state certified MBE's
and 10% from State Certified Small Businesses.
1. Total dollar amount expended and number of transactions for
the month.
2. Total dollar amount expended and number of transactions for
supplies.
3. Total dollar amount expended and number of transactions for
services.
4. A list that includes the name of MBE, the number of
transactions, and the total dollar amount. Supplies and Services
should be separated.
IV. Procurement Office and Accounts Payable office will be
responsible for reviewing logs, receipts, and statements and for
entering into the electronic filing system.
X. The University's
General Accounting Office will be responsible for
reconciling with Comptroller of the Treasury report.
XI. All travel related requests should be referred to Financial
Services
(Accounts Payable Office).
XII. All requisitions referencing research
department ID numbers (Program 02) should be referred to Financial Services,
Fiscal Grants Management.
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A.
Simplified Procedures for Procurements Not in Excess of $100,000
1. Procurements that do not exceed $5,000.
a. The preferred method is the State of Maryland Purchasing Card
(Credit Card) based on dollar limits and Merchant Category Code
Groups (MCCG) established by the State and assigned to
individual cards by the University. (Refer to the
University's Purchasing Card Procedures and
Guidelines).
b. Procurements that cannot be made via the Purchasing Card will
be made by either a purchase order or
simplified procurement contract.
c. Competition is preferred but not required.
2. Procurements greater than $5,000 but not in excess of
$100,000.
a. Competition shall be sought to the extent practical
considering such factors as the availability of vendors, dollar
value of the procurement, cost of administering the procurement,
time available to make the procurement including delivery time,
and sound business judgement.
b. Buyers shall solicit quotations from a reasonable number of
sources considering factors such as the following when deciding
how many quotations will be solicited:
(1) Nature of the item or service to be purchased and whether it
is highly competitive and readily available or if it is
relatively non-competitive
(2) Information obtained from making recent purchases of the
same or similar item(s)
(3) The urgency of the proposed purchase
(4) The dollar value of the proposed purchase
(5) Past experience concerning a specific vendor's pricing.
c. To the extent practicable, solicitations shall be published
in a manner that best meets the needs of the solicitation.
Examples of resources available for publishing a solicitation
include but are not limited to:
(1) Bid Board
(2) Local Newspaper
(3)
eMaryland M@rketplace
(4) Trade Journals
(5) Business Journals
(6) World Wide Web
d. Published, written and/or oral solicitation methods may be
used. The solicitation method to be used will depend upon the
following factors:
(1) Nature of the item or service to be purchased
(2) The availability of vendors
(3) Dollar value of the procurement
(4) Cost of administering the procurement
(5) Time available to make the procurement including delivery
time
B. Procurements greater than $100,000
Procurements that are reasonably expected to exceed $100,000
require a formal, procurement process in accordance with the
procurement methods set forth in the University System of
Maryland, Procurement Policies and Procedures.
IV. Notification and Approval Requirements
A. Prior notification must be given to the USM Vice Chancellor
for Administration and Finance for the following:
1. All procurements exceeding $1M:
a. Competitive Sealed Bids
b. Competitive Sealed Proposals
c. Unsolicited Proposals
d. Contracts Established by other Institutions or Agencies
e. A/E Services
2. Sole Source Procurements
a. Any Sole Source Procurement exceeding $100,000
b. Personal Service contracts exceeding $25,000
B. Prior approval must be obtained in the following
circumstances:
1. Prior approval from the USM Vice Chancellor for
Administration and Finance is required for any sole source
procurement exceeding $500,000.
2. Prior approval from the USM Board of Regents is required for
any procurement exceeding $5 million.
3. Prior approval from the Board of Public Works Approval is
required for:
a. Capital improvement and service contracts exceeding $500,000.
b. Modifications to capital improvement and service contracts in
excess of $500,000.
V. Contract Execution
A. Only the Procurement
Officer, the Vice
President for Administration & Finance, the
Associate Vice President for Administration & Finance, or
other duly authorized representative may enter into a contract
on behalf of SU.
B. The University should be the final signatory in the execution
of contract documents. Therefore, the contract shall first be
signed by the appropriate representative(s) of the contractor
with the authority to bind the firm to the terms of the contract
after which Salisbury University's
Procurement Officer,
Vice President for Administration & Finance,
Associate Vice President for Administration & Finance, or
other duly authorized representative shall sign the contract
documents.
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