Procurement Services Policies and Procedures

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.

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.

Reciprocal Limitations Act Calculator

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

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.

Letters of Understanding

Definition, form, and procedures for Letters of Understanding.

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.

Debarment

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

Bid Awards

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

Negotiations

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

Bid Openings

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

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.

Modification or Withdrawal of Bids

Bids may be modified or withdrawn by written notice or in person by a bidder.

Emergency Procurement

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

Bid Advertising

Before the issuance of Invitation for Bids, all procurement of goods or services in excess of $20,600 must be advertised publicly.

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.

Competitive Bidding

Competitive bids will be solicited for goods or services with a dollar value greater than $20,600.

Fiscal Review

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

Source of Supply Selection

Only reputable suppliers will be utilized as sources of supply for the university’s needs.

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.

Ethics

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

IUP Procurement Export Control Procedure

When purchasing items, university procurement officers shall request that vendors provide technical specification sheets and the Department of Commerce's assigned ECCN number.

After the Fact Procedures

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