05:07:00
PURCHASING POLICY
The following
policies and procedures are the required minimum standards for the use by the
I.
General
College policy
provides that no employee of the College has the authority to make any purchase
commitment, enter into any contract for materials or supplies, or otherwise
take action with respect to third parties which may be construed as financially
binding to the College except through the usual channel under the authority of
the Purchasing Office unless specifically authorized in writing by the
president. The Purchasing Office will
conduct all negotiations with suppliers, unless special arrangements to the
contrary have been made.
The College's
purchasing policy does not prohibit a department from contacting sources for
preliminary information concerning price, quality, or usage of equipment, or
supplies. The Purchasing Office will
supply names and addresses of vendors on request. Such preliminary contacts by departments are
for information only and are not to produce firm price commitments. Copies of letter estimates and of other
information relative to desired purchases received by a department from sources
of supply should be forwarded to the Purchasing Office with the original
requisition.
Maximum use
will be made of State of
II.
Responsibility
A. General Responsibilities
It is the
responsibility of the Purchasing department to be cognizant of all policies and
regulations set forth by The Tennessee Board of Regents and to comply fully
with these directives.
It is also the
responsibility of the Purchasing department, and the responsibility of each
faculty and staff member, to adhere to the procurement policies and procedures
established by this college and enumerated in this policy.
The purchase of
supplies, materials, and equipment for all college departments and activities
is a responsibility of the Purchasing Office, unless otherwise exempted in
writing by the president. The operation
of the Purchasing Office is designed to relieve the faculty and staff of the
details connected with procurement.
Special or unusual procurement problems, therefore, should be brought to
the attention of the director of Purchasing.
The general
responsibilities and functions of the Purchasing Office are as follows:
1. To purchase supplies,
material, equipment, and services for the various departments and activities of
the College in a manner that will insure maximum value is obtained, and to
insure that qualified suppliers are given an equal opportunity to participate
in furnishing requirements.
2. To expedite the delivery of
material to meet the requirements of the department.
3. To handle complaints,
claims, and adjustments and to negotiate for the return of material or arrange for
other settlements.
4. To initiate and/or respond
to all correspondence with suppliers concerning quotations and purchase orders.
5. To coordinate standard
specifications for materials and supplies commonly used on the campus.
6. To consolidate purchase
requisitions, when possible, to obtain quantity discounts for volume purchases.
7. To furnish, upon request,
prices or estimates of cost for unusual materials and supplies.
8. To maintain reference files
of catalogs and literature, gather information on new products, and study new
procedures which might be applicable to the needs of this college. It is permissible for departments to solicit
such materials independently, providing the communication is restricted to a
request for material only and does not hold
9. To perform any other
responsibility connected with material and service procurement.
B. Specific Responsibilities
1. Vice presidents, deans, and
directors are responsible for assuring that minimum essential materials and
services are determined, that procurement is limited to such requirements, and
that funds are available and authorized for each requirement.
2. Departments should plan
requirements and allow adequate time for purchasing. Emergency purchases show
inadequate planning, and are not economical and should be held to an absolute
minimum.
3.
III.
Purchasing Policy and Procedures
Source:
Approved:
Executive Council, March 4, 1991
Editorial
Changes, May 24, 1993, July 8, 1994
Approved:
President Allen G. Edwards, July 27, 1998
Approved:
President Allen G. Edwards, March 8, 2000
Reviewed/Recommended: President’s Staff,
September 17, 2007
Approved: President Allen G. Edwards, September 17,
2007
Editorial Changes, July 2008