Procurement Services Policies and Procedures

• After the Fact Procedures

  After the Fact Transactions (Goods or Services delivered without a contract / purchase order)

  Export Control

  This procedure was developed to comply with PASSHE Procedures and Standards for University Operations Procedure/Standard Number 2012-14 dated October 12, 2012.

  Ethics

  Procurement professionals must have a highly developed sense of professional ethics to protect their own and their institution’s reputation for fair dealing.

  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.

  Fiscal Review

  The associate vice president for Finance, or designee, will review and approve all procurement for services in excess of $10,000.

  Competitive Bidding

  Competitive bids will be solicited for goods or services with a dollar value greater than $19,700.

  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.

  Bid Advertising

  Before the issuance of Invitation for Bids, all procurement of goods or services in excess of $19,700 must be advertised publicly.

  Emergency Procurement

  Emergency procurement will only be considered when a threat to public health, welfare, or safety exists.

  Modification or Withdrawal of Bids

  Bids may be modified or withdrawn by written notice or in person by a bidder.

  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.

  Bid Openings

  Bids will be opened publicly by a contracting officer on the date and time designated in the request.

  Negotiations

  When appropriate, the contracting officer will make every effort to negotiate with vendors.

  Bid Awards

  Bid awards will be based on pre-established selection criteria and shall be made within 60 days of the bid opening.

  Debarment

  The chancellor, upon recommendation from the university president, may debar contractors for cause.

  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.

  Letters of Understanding

  Definition, form, and procedures for Letters of Understanding.

  Reciprocal Limitations Act: Non-Resident Suppliers

  The Reciprocal Limitations Act requires Commonwealth Agencies to give preference to bidders in Pennsylvania for certain supplies against bidders in any state that gives or requires a preference to supplies to the detriment of Pennsylvania Contractors.

  Reciprocal Limitations Act Calculator

  A tool used to calculate the preference applied on winning bids to certain states based on the Reciprocal Limitations Act.

  Procurement Procedures and Language for Accessible Electronic Information Technology

  Procurement Procedures and Language to comply with Section 508 of the Rehabilitation Act for Accessible Electronic Information Technology.

  Contractor Responsibility Program

  Contractors must certify that they are not currently under suspension or debarment by the Commonwealth of Pennsylvania, any other state, or the federal government to the best to their knowledge.