Policies and Procedures

Small Purchases and Expedited Procurement


 
Chapter                       2  
Section                       10.03
Computer Index Code:          C2S10.03
Origination Date:             5/22/84
Inst. Council Approval Date:  10/10/84
 
 
Subject:  Chapter  2      BUSINESS--VP FOR BUSINESS
          Section  10.03  SMALL PURCHASES AND EXPEDITED PROCUREMENT
 
 
I.   PURPOSE
 
     To establish expedited procedures for small purchases and for
     handling procurement requirements on a "rush order" basis or 
     under emergency conditions.
 
 
II.  REFERENCE
 
     1953 UTAH CODE ANNOTATED 63-56-22
 
     Policy and Procedure 9.0 College Procurement - General
 
 
III. DEFINITIONS
 
     A.   "Emergency" means a condition that threatens public 
          health, welfare, or safety, arising from natural forces 
          (e.g. fire, wind, flood, storm, earthquake, epidemic, 
          or other natural disaster); from riot, unlawful assembly, 
          or mob violence; or from hostile acts of a public enemy.
 
     B.   "Rush Order" means a requisition for supplies or service 
          that requires expedited handling on a special basis to 
          meet urgent program needs.
 
     C.   "Petty Cash" means the procurement of supplies or services 
          for which the total cost is $75.00 or less, with personal 
          cash, for which persons will be reimbursed by the college.
 
 
IV.  POLICY
 
     Small purchases of goods, services, and construction may be 
     effected by the Purchasing Department on an informal basis, 
     using either written or oral bids, or without bidding, when 
     the Purchasing Agent determines from available information 
     that the use of formal bidding procedures would not be 
     sufficiently cost-effective or expeditious to meet the needs 
     of the requisitioning department or unit in a timely and 
     economical manner.
 
 
V.   PROCEDURES
 
     A.   Rush Orders
 
          1.   Departments should anticipate requirements as 
               far in advance as possible to insure enough lead 
               time to receive material on schedule.
 
          2.   Upon request, the Purchasing Department will make 
               every effort to obtain requisitioned supplies and 
               services in the most expeditious manner possible 
               and will attempt to honor special handling and 
               delivery instructions as appropriate.
 
          3.   Requisitions for supplies or services needed on 
               an urgent high priority basis may be delivered 
               in person to the Purchasing Department, together 
               with a written request that the requisition be 
               processed on a rush order basis.  Such request 
               will be processed immediately and with maximum 
               feasible speed consistent with bidding and other
               legal requirements.
 
          4.   The cost of long distance telephone calls, TWX 
               messages, cables, or telegrams placed to secure 
               rush orders will be charged to the requisitioning 
               department.   The telephone authorization code 
               is to be included on subject requisition.
 
          5.   When appropriate a requisitioning department may 
               be authorized by the Purchasing Agent to deliver 
               a duly authorized purchase order directly to a 
               particular vendor and to take immediate possession 
               of the purchased goods.  In such cases, all memoranda, 
               receipts, packing lists, invoices, and other documents 
               relating to the purchases and received from the 
               vendor must be immediately transmitted to the 
               Purchasing Department.
 
     B.   PETTY CASH
 
          Items costing $75 or less may be picked up on a cash 
          basis when authorized by a Division Chair, Director or 
          Dean.  Reimbursement of personal funds expended may be 
          obtained by forwarding a requisition with the invoice 
          marked "paid" to the purchasing office.  Sales tax 
          should not be paid on petty cash purchases.  It is the 
          responsibility of the person making the purchase to 
          inform the vendor that the College is a tax exempt
          State agency.  Tax Exempt #A20490.
 
     C.   EMERGENCY PROCUREMENT
 
          1.   An emergency condition is a condition which creates 
               a threat to public, health, welfare, or safety, such 
               as may arise by reason of flood, epidemic, fire, wind, 
               risk, equipment failure, or such other reason as 
               may be determined by the Purchasing Agent or his 
               designee.  The existence of such emergency creates 
               an immediate and serious need for supplies, services, 
               or construction which cannot be met through normal 
               procurement methods. 
 
          2.   Emergency purchases shall be limited to only such 
               items necessary for the emergency condition.
    
          3.   The source selection method used shall assure meeting 
               the time requirement of the emergency situation and 
               secure such competition as is practicable within the 
               time constraint.
 
          4.   Any person requesting an emergency procurement shall 
               be required to include a written determination stating 
               the basis of need for the emergency procurement.
 
 
 
For More Information, Contact: 
Nancy Sanchez 
Director of Risk Management
(801) 957-4041
E-mail:  nancy.sanchez@slcc.edu
 
http://www.slcc.edu
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