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



    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.


    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


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

    1. "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.

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

    3. "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.

    4. "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.

    5. "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.

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

    7. "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.

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

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

    10. "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.

    11. "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.

    12. "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.

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

    14. "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.

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

    16. "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.

    17. "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.

    18. "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.

    19. "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.


    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.

    1. 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

    1. Purchasing Department Responsibilities

      1. In discharging its responsibilities the Purchasing Department will:
        1. Initiate, conduct, and conclude negotiations for the purchase of goods and services for the College.
        2. Obligate the College for the purchase of goods and services.
        3. Recommend changes in quality, quantity, or kind of material requisitioned and to suggest appropriate alternatives.
        4. 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.
    2. 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 Office of Equal Employment Opportunity and Risk Administration at 801-957-4041