ESU Procurement Policy Overview
The procurement of supplies, services and construction by East Stroudsburg University will conform to the provisions and statutory limitations as outlined in the Commonwealth Procurement Code (Act 57 of 1998) as well as to implementing procedures adopted by the Board of Governors of the State System of Higher Education including Policy 1998-04, 1983-02-A and 1990-04-A.
It is the policy of East Stroudsburg University to follow prudent business practices in its purchasing and contracting activities which maximize the value of supplies and services received in return for dollars expended.
Institutional purchasing procedures are designed to focus centralized procurement efforts of the Purchasing Department in areas where the greatest gain may be achieved in terms of cost and quality, while utilizing decentralized procurement for smaller dollar items.
Purchasing practices also recognize that the benefits of procurement at the lowest possible cost should always be weighed against other factors such as useful life, functionality, associated hidden costs, and the time sensitivity of certain procurement needs.
Overview of Key Procurement Forms and Practices
The following information is provided to inform current and prospective suppliers of procurement practices at East Stroudsburg University.
The following list of topics is not comprehensive so please contact the procurement and contracting office is you have any specific questions or concerns not addressed below:
Methods of Procurement
Blanket Purchase Orders: Issued for multiple purchases from one vendor throughout the fiscal year. Vendor should invoice each time an order is placed against this blanket order and reference the Blanket Purchase Order Number on all invoices.
Blue Back Contracts: Used for more complicated procurements with complicated transactions (food service, bus transportation). Blue Back Contacts are signed by the vendor, University, legal counsel, Office of the Attorney General and Office of General Counsel based on the dollar amount of the contract.
Construction Contracts: Used for construction projects (i.e. new construction, renovations and improvements to buildings). Construction Contacts are signed by the contractor, University, legal counsel, Office of the Attorney General and Office of General Counsel based on the dollar amount of the contract.
Procurement Card: University credit card provided to employees based on their need to purchase business-related goods. Please be advised that it is the University's policy to purchase either on the basis of a written purchase order or an East Stroudsburg University credit card.
Service Purchase Contract: Used for straight forward purchases of services (i.e. consultants, performers, piano tuners). Service Purchase Contracts are signed by the vendor, University and legal counsel based on the dollar amount of the contract.
Standard Purchase Orders: This is the basic purchasing document for procurement of supplies and equipment for a one time purchase.
The above methods are the only authorized methods of purchase for the University.
- If you provide goods or services based on an unauthorized request, the University cannot guarantee payment of the resulting invoice.
- If you have any questions concerning the validity of a request for purchase from your business, please contact the Procurement and Contracting Office at 570 422-3206.
- Please know that the Procurement and Contracting Office is available to answer your questions.
East Stroudsburg University policy for bids is multi-tiered:
Purchases of $19,400 (the anually determined competetive bid threshold)or less do not require competitive bidding.
However, the following prudent business practices are established in order to promote maximum utilization of fiscal resources:
- For goods and services of $1,500 or less. For goods and service of $1,500 or less, competitive bids will not generally be solicited by the Purchasing Department. For procurement needs at this level, University departments are encouraged to solicit quotations, take advantage of volume discounts, and use other techniques to obtain the lowest possible prices in relation to the value received.
- For goods and services between $1,500 and $19,400, informal quotations will be solicited when in the judgment of the Purchasing Department based on historical experience; the potential for appreciable cost savings exists. This process may include obtaining telephone quotes, fax quotes, Internet or other electronic pricing, etc., and quotes obtained by using departments may be utilized by the Purchasing Department. The Purchasing Department will work with using departments in determining the most appropriate procurement approach based on individual circumstances.
- Purchasing Procedures for Supplies and Services of $19,401 or greater. Pursuant to Act 188 and Board of Governors Policy 1983-02-A, all University purchases greater than $19,400 must be publicly advertised and competitively bid under institutionally established business practices. Such competitive bidding will be undertaken centrally by the Purchasing Department and documented appropriately for audit purposes. Supplies and services over $10,000 may be bid on a straight cost basis and awarded to the lowest responsible bidder. Alternatively, certain services may be bid using a more elaborate evaluative process, such as a Request for Proposal (RFP), which incorporates both cost and other technical criteria. Departments should contact the Purchasing Department to discuss whether an RFP would be the appropriate method to use for their needs.
Exceptions to competitive bidding requirements are authorized for items available from:
- The Commonwealth warehouse
- Items on state (DGS) or PASSHE contract
- Items available from agencies for persons with disabilities (such as Pennsylvania Industries for Blind and Handicapped)
- Certain items specified under grant or restricted gift provisions, and;
- Items procured under the sole source and emergency provisions of the Commonwealth Procurement Code.