Policies and Procedures

Bid Advertising: Before the issuance of Invitation for Bids, all procurement of goods or services in excess of $10,000 must be advertised publicly.
Bid Awards: Bid awards will be based on pre-established selection criteria and shall be made within sixty days of the bid opening.
Bid Openings: Bids will be opened publicly by a contracting officer at the time and place designated on the invitation for bids.
Bid Protests: A bidder that is aggrieved in connection with the solicitation or award of a contract under the Commonwealth Procurement Code may file a bid protest with the Office of the Chancellor.
Competitive Bidding: Competitive bids will be solicited for goods or services with a dollar value greater than $10,000.
Debarment: The chancellor, upon recommendation from the university president, may debar contractors for cause.
Emergency Procurement: Emergency procurement will only be considered when a threat to public health, welfare, or safety exists.
Ethics: Procurement professionals must have a highly developed sense of professional ethics to protect their own and their institution’s reputation for fair dealing.

Exceptions to Competitive Bidding: Competitive bidding will not be solicited for commodities or services purchased from commonwealth and State System of Higher Education contracts or through public agencies or other commonwealth agencies. Sole source procurement may be considered under certain conditions.
Expenditures of Public Funds: PASSHE Board of Governors Policy 2010-01-A, Expenditures of Public Funds Guidelines Standards and Limits, on the expenditure of public funds.
Fiscal Review: The associate vice president for Finance, or designee, will review and approve all procurement for services in excess of $10,000.
Modification or Withdrawal of Bids: Bids may be modified or withdrawn by written notice or in person by a bidder.
Negotiations: When appropriate, the contracting officer will make every effort to negotiate with vendors.
Responsibilities: Procurement Services is responsible for the procurement of materials and services for Indiana University of Pennsylvania. Commonwealth of Pennsylvania Acts and the State System of Higher Education Board of Governors Policies establish procurement policy.
Source of Supply Selection: Only reputable suppliers will be utilized as sources of supply for the university’s needs.