Responsible Executive: Executive Vice President for Business and Finance
I. PURPOSE
This policy ensures efficiency, fairness, transparency, and maximum level of competition in the procurement of goods and services for Motlow State Community College (Motlow State). It is not intended to cover all Motlow State policies or all possible issues that may arise in the procurement process; rather, it is intended to give a general process for how to address procurement issues.
II. GENERAL
- Motlow State policy provides that no employee of the college has the authority to
make any purchase commitment; enter into any contract for materials, supplies or services;
or otherwise take action with respect to third parties which may be construed as financially
binding to Motlow State except through 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.
- All procurement of goods and services shall be based upon the principle of competitive bidding except when an alternate procurement method is justified in writing and approved by the appropriate authority, as required by Tennessee Board of Regents (TBR) Policy 1.03.02.20.
- Motlow State’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 contracts 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 Tennessee and other applicable government contracts.
III. RESPONSIBILITY
- General Responsibilities
- It is the responsibility of the Purchasing Office to be cognizant of all applicable federal and state requirements, including policies and guidelines of the TBR and to comply fully with those directives.
- It is also the responsibility of the Purchasing Office, and the responsibility of each faculty and staff member, to adhere to the procurement policies and procedures established by Motlow State and enumerated in this policy.
- The purchase of services, 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 Purchasing and Contracts Specialist.
- The general responsibilities and functions of the Purchasing Office are as follows:
- Purchase supplies, materials, equipment, and services for the various departments and activities of Motlow State in a manner that will ensure maximum value is obtained and to ensure that qualified suppliers are given an equal opportunity to participate.
- Expedite the delivery of material to meet the requirements of the department.
- Handle complaints, claims, and adjustments and to negotiate for the return of material or arrange for other settlements.
- Initiate and/or respond to all correspondence with suppliers concerning quotations and purchase orders.
- Coordinate standard specifications for materials and supplies commonly used on the campus.
- Consolidate purchase requisitions, when possible, to obtain quantity discounts for volume purchases.
- Furnish, upon request, prices or estimates of cost for unusual materials and supplies.
- Perform any other responsibility connected with material and service procurement.
- Departments may solicit catalogs and literature independently, providing the communication is restricted to a request for material only and does not hold Motlow State to any commitment or financial obligation.
- Specific Responsibilities
- Executive Vice Presidents, Vice Presidents, Academic Deans, Directors, and budgetary heads are responsible for assuring that minimum essential materials, and services are requisitioned, that procurement is limited to such requirements, and that funds are available and authorized for each requirement.
- Departments should plan requirements and allow adequate time for purchasing. Emergency purchases show inadequate planning, are not economical, and should be held to an absolute minimum.
- Motlow State is prohibited by state law from making purchases for resale to employees, or permitting personal purchases using college facilities, property or funds, except through established outlets providing materials or services to the public, i.e. the college bookstore.
- Approvals
a. There are three basic levels of approval required for the purchase of goods or services based upon the dollar amount of the purchase.- Budgetary Heads, as assigned by the appropriate Leadership Team member, have approval authority for purchases less than $2,000.
- Any purchase $2,000 or more must be approved by the appropriate Executive Vice President.
- Any purchase of $10,000 or more must be approved by the President or designee.
SOURCES
CORRESPONDING POLICIES
HISTORY
Approved by the President’s Cabinet on February 20, 2007; editorial update July 18, 2016
Revised: November 11, 2022
Institutional Oversight Committee Approved: August 15, 2023
President’s Cabinet Approved: August 23, 2023
Effective Date: February 20, 2007; August 23, 2023