Policies and Procedures

College Procurement - General

Chapter:                      2
Section:                     10.01
Computer Index Code:         C2S10.01
Origination Date:            5/22/84
Inst. Council Approval Date: 10/10/84


Subject:  Chapter  2      BUSINESS--VP FOR BUSINESS
          Section  10.01  COLLEGE PROCUREMENT--GENERAL


I.   PURPOSE

     To set forth general purchasing policies and responsibilities 
     of the College.

     Salt Lake Community College subscribes to and is governed 
     by the Utah Procurement Code.

     The following rules and regulations have been developed by 
     Salt Lake Community College as required by and to supplement 
     the Utah Procurement Code Section 63-56-2 Utah Code Annotated, 
     1953.  These rules and regulations are subject to all 
     applicable state laws. 

     The Utah Procurement Code and these rules and regulations 
     apply to all monies expended by the College, whether state 
     appropriated, federally appropriated, or received in the 
     form of a gift, grant, or contract.

     It is the intent of Salt Lake Community College to actively 
     pursue cooperative buying arrangements with other public 
     procurement units for supplies and services where advantage 
     to Salt Lake Community College may result.  The terms of 
     such arrangements shall be negotiated with cooperating 
     parties on a contract-by-contract basis.  Salt Lake 
     Community College may participate in contract negotiation,
     specification preparation, contract administration or any 
     other function of such cooperative contracting.


II.  REFERENCES

     Utah Procurement Code, 1953 Utah Code Annotated, 
     63-56-1 et. seq.

     Policy & Procedure 9.1 through 9.6

     Policy & Procedure Section 10.0 Shipping and Receiving


III. DEFINITIONS

     The following terms shall have the same meaning as in 
     the Utah Procurement Code as adapted to Salt Lake 
     Community College:

     A.   "Architect-engineer services" are those professional 
          services within the scope of the practice of architecture 
          as defined in section 58-3-6, or professional engineering 
          as defined in section 58-22-2, Utah Code Annotated, 1953.

     B.   "Business" means any corporation, partnership, individual, 
          sole proprietorship, joint stock company, joint venture, 
          or any other private legal entity.

     C.   "Change order" means a written order signed by the 
          procurement officer, directing the contractor to suspend 
          work or make changes, which the appropriate clauses of 
          the contract authorize the procurement officer to order 
          without the consent of the contractor or any written 
          alteration in specifications, delivery point, rate or 
          delivery, period of performance, price, quantity, or other 
          provision of any contract accomplished by mutual action 
          of the parties to the contract.

     D.   "Capital Equipment" is hardware or machinery used by 
          the College costing $500.00 or more with an expected 
          useful life to include but not limited to five years.

     E.   "Construction" means the process of building, renovating, 
          or demolishing any College structure or building, major 
          development, or landscaping of College real property.  
          It does not include the routine operation, repair, or 
          maintenance of existing structures, building, or real 
          property.

     F.   "Contract" means any College agreement for the procurement 
          or disposal of supplies, services, or construction.

     G.   "Grant" means the furnishing by the state or by any other
          public or private source of assistance, whether financial 
          or otherwise, to any person to support a program authorized 
          by law.  It does not include an award whose primary purpose 
          is to procure an end product, whether in the form of 
          supplies, services, or construction; a contract resulting 
          from such an award is not a grant but a procurement contract.

     H.   "Invitation to bid" means all documents, whether attached 
          or incorporated by reference utilized for soliciting bids.

     I.   "Person" means any business, individual, union, committee,
          club, other organization, or group of individuals not 
          including a state agency or local public procurement unit.

     J.   "Procurement" means buying, purchasing, renting, leasing, 
          or otherwise acquiring any supplies, services, or construction. 
          It also includes all functions that pertain to the obtaining
          of any supply, service, or construction including description
          of requirements, selection, and solicitation of sources,
          preparation, and award of a contract, and all phases of
          contract administration.

     K.   "Procurement officer" means the Purchasing Agent or any 
          person duly authorized to enter into and administer 
          contracts and make written determinations with respect 
          thereto.  It also includes an authorized representative 
          acting within the limits of authority.

     L.   "Purchase description" means the words used in solicitation 
          to describe the supplies, services, or construction to be
          purchased and includes specifications attached to or made 
          a part of the solicitation.

     M.   "Request for proposals" means all documents, whether 
          attached or incorporated by reference, utilized for 
          soliciting proposals.

     N.   "Responsible bidder or offeror" means a person who has 
          the capability in all respects to perform fully the 
          contract requirements and who has the integrity and 
          reliability which will assure good faith performance.

     O.   "Responsive bidder" means a person who has submitted a 
          bid which conforms in all material respects to the 
          invitation for bids.

     P.   "Services" means the furnishing of labor, time, or effort 
          by a contractor, not involving the delivery of a specific 
          end product other than reports which are merely incidental 
          to the required performance.  It does not include employment
          agreements or collective bargaining agreements.

     Q.   "Specification" means any description of the physical or
          functional characteristics or of the nature of a supply,
          service, or construction item.  It may include a 
          description of any requirement for inspecting, testing, 
          or preparing a supply, service or construction item for 
          delivery.

     R.   "Supplies" means all property, including but not limited 
          to equipment, materials, printing, and leases of real 
          property excluding land or a permanent interest in land.

     S.   "Surplus supplies" means any supplies that are no longer 
          needed for College use.  It includes expendable supplies, 
          scrap materials, and non-expendable supplies that have 
          completed their useful life cycle.


IV.  POLICY

     The Purchasing Department is responsible for the procurement 
     of all supplies and services required by Salt Lake Community 
     College and all its departments and auxiliaries except for 
     (1) purchases specifically exempted under paragraph A, below 
     and (2) procurement relating to building construction and 
     architect-engineer services obtained by the Division of 
     Facilities Construction and Management.

     The Purchasing Department shall establish operating procedures 
     with which to locate and ensure adequate and continuing sources 
     of supply consistent with legal, budgetary, and delivery 
     requirements of using departments; to provide the necessary 
     assistance to acquire such supplies and services on a timely 
     and economical basis; to assure compliance with all applicable 
     state, federal, and college regulations during the procurement 
     process; and to provide assistance, consultation, and advice 
     regarding all procurement needs of the College.  To comply 
     with the above anyone attempting to sell merchandise for College 
     use or purchase College owned property, from anyone at the 
     College, either students or employees, must go through the 
     Purchasing Office to be apprised on the policy and to 
     demonstrate their credentials.

     A.   Exceptions

          By virtue of their special needs and the roles they 
          fill at the College, the following operating units are 
          authorized to solicit bids and award purchase orders 
          without going through the Purchasing Department:
          1.   College Food Service
          2.   College Bookstore
 
    
V.   PROCEDURE

     A.   Purchasing Department Responsibilities

          1.   In discharging its responsibilities the Purchasing
               Department will:

               a.   Initiate, conduct, and conclude negotiations 
                    for the purchase of goods and services for 
                    the College.

               b.   Obligate the College for the purchase of goods 
                    and services.

               c.   Recommend changes in quality, quantity, or 
                    kind of material requisitioned and to suggest 
                    appropriate alternatives.

               d.   Fill requisitions with items of equal usability 
                    and quality that are currently available in the 
                    inventories of the College.

          2.   The selection of suppliers in accordance with legal
               requirements is the responsibility of the Purchasing
               Department.  However, suggestions by departments will be
               considered whenever they are competitive with other
               sources or delivery requirements so demand.

          3.   Information is available for inspection at the 
               Purchasing Department relative to legal and contractual 
               remedies available to the College, or vendors 
               contracting business with the College, suspension of 
               bidding privileges, vendor debarment procedures, waiver 
               of immunity, claims procedures and other legal provisions 
               binding upon the College under the Utah Procurement Code, 
               1953 Utah Code Annotated 63-56-45 to 63-56-50 and 63-56-59 
               to 63-56-63.

          4.   Questions regarding existing orders, vendors, product
               availability, or other procurement problems should be
               directed to the Purchasing Department.  Reports of delays
               and suggestions for improvement of the purchasing process
               should be directed to the Purchasing Agent.

          5.   A library of catalogs and brochures is maintained in the
               Purchasing Department for the use of the entire campus
               community.  Requisitioners are encouraged to avail
               themselves of this information source.

     B.   Limitations and Restrictions on Procurement

          1.   The College is prohibited from making purchases for the
               personal use of faculty, staff members or students.

          2.   The College may not purchase goods or services from
               College personnel or from business firms in which College
               personnel serve as officers or directors, or hold a
               substantial financial interest, unless special procedures
               are followed to avoid a violation of the Utah Public
               Officers' and Employees' Ethics Act.  See Policy and
               Procedure 9.6.  Procurement from Vendor in Which College
               Employee Has an Interest and 9.5 (IV.a.5) Solicitation of
               Bids, Proposals, and the Award of Procurement Contracts.

          3.   Unless specifically approved in writing by the Purchasing
               Agent orders or commitments for procurement by faculty or
               staff members are not binding on the College.  Individuals
               who do not comply with College policy when placing
               procurement orders may become personally liable to the
               vendor for the contract price.

          4.   A purchase order may not be processed unless funds are
               available to cover the amount of the purchase.  In
               addition, purchases made under federal contracts and
               grants during the final weeks prior to the end of the
               contract period may be disallowed.  See Policy and
               Procedures 9.1 Requisition Preparation and Processing.

          5.   Advance payments may not be made, except to specified
               government agencies, vendors with minimum prepayment
               requirements, and in certain other cases as determined
               appropriate by the Purchasing Agent.

          6.   Any departmental correspondence relating to acquisition 
               of goods or services must be processed through the 
               Purchasing Department in order to avoid any unnecessary 
               confusion or delay in the procurement process.

          7.   College commitment to affirmative action extends to all
               aspects of its affairs, including the purchasing function. 
               As a vital part of this commitment, emphasis will be
               placed on locating and encouraging minority business
               enterprises to participate as suppliers of college
               procurement needs on a continuing and mutually 
               satisfactory basis, subject to applicable legal 
               requirements and limitations.  The Purchasing Department
               will utilize procedures that ensure maximum practicable
               opportunity for small and socially disadvantaged 
               enterprises to participate in meeting the procurement 
               needs of the College on a reasonable competitive basis 
               consistent with the ability of such vendors to supply 
               those needs.

          8.   Gifts of supplies, equipment, or materials (other than
               samples) furnished without charge to the College may be
               accepted but must be reported to the College Development
               Office and Business Office to assure that the gift is
               recorded and an appropriate acknowledgement provided to
               the donor.  Donated equipment should also be reported to
               the Property Control Department to assure that the items
               are properly inventoried.

          9.   For additional restrictions on procurement of specific
               items, see Policy and Procedure 9.3 Restricted Purchases
               and Special Procurement.



For More Information, Contact: 
Nancy Sanchez 
Director of Administrative Services
(801) 957-4041
E-mail:  sanchena@slcc.edu

http://www.slcc.edu
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