University Policies

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  • Policy Title: Procurement of Supplies, Services and Construction In Accordance with Prudent Business Practices and Competitive Bidding Requirements
  • Policy Number: ESU-FA-2010-005
  • Effective: Date not Provided
  • Adopted: February 3, 2011
  • Last Reviewed: February 3, 2011
  • Amended: N/A
  • Related Policies: None

Policy Statement:

The mission of the Procurement and Contracting Department is to procure goods and services for University clients in an efficient, timely and cost-effective manner.

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.

Purchasing Procedures for Supplies and Services can be found here.

  1. Dollar Limits: Purchases under $10,000 shall not require competitive bidding, but must follow prudent business practices, as established by the Procurement and Contracting Department.

    Contracts for purchases over $10,000 must be awarded under competitive sealed bidding, in accordance with practices established by the Procurement and Contracting Department, except as otherwise authorized by law.

    University Legal Counsel must review all contracts that exceed $5,000. Service contracts that exceed $20,000 must be reviewed by the Office of Attorney General. Service contracts that exceed $500,000 must be reviewed by the Office of General Counsel.
  2. Contracting Officer: Only individuals identified as Contracting Officers may enter contracts on behalf of the University.

    Contracting Officers have been delegated contracting and purchase authority by the University President.

    For a list of authorized Contracting Officers and their respective levels of authority are located here.

    Contracting Officers are the only individuals who are authorized to procure goods, services and construction; enter into and administer contracts; and make written determinations with respect to contracts for the University.
  3. Financial Officer: Financial Officers review procurements (except small purchases) for fiscal responsibility, budgetary appropriateness, and availability of funds.

    A list of authorized Financial Officers and their respective levels of authority are located here.

    The fiscal officer, at his or her option, may also serve as a nonvoting member of an evaluation committee for requests for proposals or similar selection committee for acquisition of services.
  4. Design Professional Services: The Vice President for Finance and Administration has been delegated authority by the University President to appoint selection and negotiation committees in accordance with Board of Governors Policy 1990-07-A, Professional Services Contracting, for procurement of design professional services.

Appeal Statement:

You can access PASSHE “Bid Protest Policy

Definitions:

Not Specified in Current Policy

Other Relevant Information:

N/A