Purchasing Policies And Procedures

The Business and Auxiliary Services Department, also referred to as the Purchasing Department, is located in Room 104 in the Dorsey Center.

Functions of the Business and Auxiliary Services Department

The chief function of the Business and Auxiliary Services Department is to give assistance to all departments of the College in the procurement of equipment, furnishings, supplies and services.

It functions also:

1. To obtain written or verbal quotations and bids and to place or assist in placing orders for all goods or services exceeding $1,000.
2. To act as an informational resource to the College community regarding sources of supplies and services.
3. To effect savings and economy of the College resources.
4. To track the progress of all orders exceeding $1,000 from the time it is issued until the goods or services are received or services have been performed satisfactorily.

To ensure that the work of each department is effective, it is necessary that each College representative:

1. Anticipate Requirements
   
   Anticipate your requirements sufficiently in advance to permit the purchase of goods and services in an efficient and effective manner.
   
   
2. Specifications
   
   Submit clear and concise specifications in every detail. Specifications should permit the Purchasing Department sufficient latitude of choice that it may contribute either to improvement of quality or to economy.
   
   
3. Unauthorized Commitments
   
   Unauthorized commitments may result in reimbursement to the College, suspension of employment or procurement responsibilities or termination of employment.
   
   

   There are approved exceptions to this policy:

   1. Purchase of materials and supplies and services costing less than $1,000 may be authorized by departments provided the price is considered fair and reasonable.
   2. Repair of equipment may be authorized by departments when the costs do not exceed $1,000.
   3. Breakdown of essential services or programs during the non-duty hours of the- Department of Business and Auxiliary Services may be handled by departments. A confirming requisition must then be forwarded to the Business and Auxiliary Services Department at the earliest practical time with a full explanation of why the matter had to be handled in an emergency manner.
   4. Department of Facilities construction or renovation projects.

      Review Section III entirely for detailed Information regarding procurement requirements.

   
   
   
4. Confidentiality
   
   Keep strictly confidential, all information and quotations submitted by competing vendors.
   
   
5. Inspection and Acceptance
   
   All items must be checked and accepted by requesters to ensure that the goods or services meets specifications or conforms to industry standards, within 30 days of receipt so that adjustments can be made. Notify the Director of Business Services of any problems. When damaged shipments are received, visible or concealed, the requesting department must note on all copies of the delivery receipt any damages observed; then contact the Business and Auxiliary Services office for instructions.
   
   
6. Return of Materials
   
   Damaged or incorrect items must not be returned to a vendor without prior approval from the vendor. This can be accomplished by contacting the vendor and obtaining a Return Authorization number (R.A. #). Contact the Shipping and Receiving Department or the Director of Business and Auxiliary Services if assistance is needed in these matters.
   
   
7. Purchases under $1,000.00
   
   
   1. Purchases that are routine and do not exceed $1,000, where a vendor has already been established (vendor record on file in the Accounts Payable system), may be placed by the requester. Orders can be placed verbally or by sending the vendor the "Vendor Copy" of the purchase request. Departments are authorized to place these orders without the assistance of the Purchasing Office.
   2. Any problems or follow-up resulting from orders of this type are the responsibility of the person or requester initiating the order.
   3. The purchase request and all supporting documentation must be forwarded to the Purchasing/Business Services department and the Shipping and Receiving Department prior to the Shipping and Receiving Departments delivery of equipment or materials to the requester.
   
   
   
8. Competitive Quotes
   
   
   1. Purchases under $1,000 do not require multiple quotes; however, the purchase price must be competitive, fair and reasonable.
   2. Purchases over $1,000 but not exceeding $5,000, require at least two competitive verbal or written (preferred method) quotes by competing vendors. Refer to the Section on Sole Sources for specific information.
   3. The Director of Business and Auxiliary Services may be involved, if necessary, in obtaining additional quotes, depending on the nature of the order.
   
   
   
9. Competitive Bids or Proposals
   
   Purchases of goods or services over $5,000 require a formal bid or request for proposal process, when practical. The Director of Business and Auxiliary Services will be responsible for obtaining formal bids or proposals.
   
   
10. Blanket Orders
    
    
    1. Blanket Orders are to be used when necessary, to take advantage of discounts, to facilitate order processing, and to ensure timely, shipments. In some cases the size of the order may require requests for formal bidding or proposals before Blanket Orders can be prepared.
    2. The Director of Business and Auxiliary Services will be responsible for issuing Blanket Order agreements.
    
    
    
11. Cash Terms and Discounts
    
    Cash discounts are to be taken whenever available. All College Personnel should attempt to obtain discounts even when the vendor does not normally provide them.
    
    
12. Incentives, Gifts or Gratuities
    
    
    1. Goucher College prohibits vendors from offering its faculty and staff any kinds of incentives, gifts or gratuities in exchange for conducting business. The College expects its faculty and staff to have no personal interest in suggesting or specifying vendors and that there be no direct incentives or rewards, financial or otherwise, for conducting business with a vendor.
    2. Should an office/department of the College believe a vendor or its representatives have acted in an improper or unethical manner, such behavior should be reported to the Director of Business and Auxiliary Services. Likewise, should a vendor believe it has been asked to render goods and/or services to an office/department in a manner contrary to any agreements it has with the College, or act in a manner it considers to be inappropriate, such behavior should be reported to the Director of Business and Auxiliary Services.
    
    
    
13. Sole Source
    
    If a specific vendor or brand name product is specified on the purchase request and the originating department requests to have the purchase order awarded on a basis other than a competitive one, sufficient documentation justifying why it is not possible or practical to award the order to any vendor or for any brand name product, other than the one specified must accompany the purchase request.
    
    
14. A Purchase Request IS required
    
    
    1. For most purchases that involve delivery of the order to the Receiving Department.
    2. When a supplier requires that a purchase order number be assigned to the order being placed for billing purposes.
    3. For purchases of goods over $1, 000, especially capital equipment orders, requiring a second quote.
    4. For purchases from suppliers who require that a formal purchase order be faxed or mailed before delivery can take place.
    
    
    
15. A Purchase Request IS NOT required
    
    
    1. For books & subscriptions. They require a signed copy of order form with an account number, which is submitted to Accounts Payable for processing. A College corporate credit card may also be used for this type of transaction.
    2. For purchases of small orders for pickup from local suppliers, An invoice is obtained, which is assigned an account number and submitted to Accounts Payable. A College corporate credit card may also be used for this type of transaction.
    3. For office supply orders. Order forms provided by Staples may be used to fax orders. If the order is called in, a copy of the packing slip, along with an account number, is submitted to Accounts Payable. The other method for placing office supply orders is by using the Staples Office Supply website (www.staples.com) or by visiting a Staples Office Supply store and using the Convenience Card. Usage of the Staples Convenience Card at the store is required in order to obtain the Goucher corporate discount.
    
    
    
16. Tax Exempt Purchases
    
    
    1. The College's tax exempt number is 31001796. The College will not reimburse departments or individuals for taxes paid for equipment or supplies. The following is information published by the Comptroller of Maryland regarding items qualifying for tax exemption:
       
       

       An organization may use its exemption certificate to purchase tangible personal property that will be used in carrying on its work. This includes office supplies and equipment and supplies used in fund-raising activities, but does not include items used to conduct an "unrelated trade or business" as defined by Section 513 of the United States Internal Revenue Code.

       
       

       An exemption certificate is not transferable and applies only to purchases made by the registered organization. It may not be used to purchase items for the personal use of officials, members or employees of the organization, or to purchase items that will be donated to the organization. .

       
       

       NOTE: These are general guidelines, For more specific information, please contact the Director of Business and Auxiliary Services on extension 410-377-6134.