Procurement Policy and Procedures


Subject: Financial Affairs Policy: Procurement.  Effective Date: May 30, 2003. Review Date: May, 2006. Responsible Party: Director of Purchasing, MSU-Bozeman

 
  • Table of Contents
  • 100.00 Agency

  • 200.00 Responsibilities
  • 210.00 MSU-Bozeman Purchasing Department
  • 220.00 MSU Departments and Affiliated Campuses

  • 300.00 Purchasing Authority
  • 310.00 Delegated Purchasing Authority
  • 320.00 Sub parts to the Delegated Purchasing Authority
  • 320.10 Non-Exclusive Statewide Term Contracts
  • 320.20 Food
  • 320.30 Bus Transportation
  • 320.40 Animals
  • 320.50 Agricultural Items
  • 330.00 EXCLUSIONS to Delegated Purchasing Authority
  • 330.10 Controlled Items
  • 330.20 Surplus Property
  • 340.00 EXCEPTIONS to Delegated Purchasing Authority

  • 400.00 General Information
  • 410.00 Definitions
  • 420.00 Unauthorized Purchases
  • 430.00 Ratification of Unauthorized Purchases
  • 440.00 Personal Gifts to be Declined
  • 450.00 Conflict of Interest
  • 460.00 Purchases Near Close of Fiscal Year
  • 470.00 Trial or Demonstration Equipment

  • 500.00 Approvals prior to purchase
  • 510.00 Information Technology Resources

  • 600.00 GETTING IT PURCHASED - Procurement Tools
  • 610.00 Small Purchases
  • 620.00 Limited Solicitations
  • 630.00 Sole Source Procedures
  • 630.10 Brand Name Procedures
  • 640.00 Competitive Sealed Bids - Invitation for Bid
  • 650.00 Competitive Sealed Proposals - Request for Proposal
  • 660.00 Exigency (Emergency) Purchase
  • 660.10 Exigency Purchase Report

  • 700.00 Exceptions to Competitive Procedures

  • 800.00 Preparing the Contract
  • 810.00 Departmental Purchase Order (DPO)
  • 820.00 Contracted Services Agreement (CSA)
  • 820.10 Special Procedures for Office of Sponsored Programs

  • 900.00 Formal Bids/Proposals
  • 910.00 Preparing the Purchase Requisition (PD-1)
  • 910.10 Specification Sheets
  • 910.20 Source of Forms
  • 910.30 Purchase Requisition Approval
  • 910.40 Rush Purchase Requisitions

  • 1000.00 Contract Administration
  • 1010.00 Receipt of Merchandise
  • 1020.00 Return of Merchandise
  • 1030.00 Payment Procedures (Banner Payment Authorization)

  • 1100.00 Campus Services
  • 1110.00 Keys, Lock Change Requests, Facilities Services Additions, Modifications, Remodeling, Renovations and Repairs
  • 1120.00 Carpet and Drapery Requests
  • 1130.00 Telephone Service Requests

  • 1200.00 Equipment Maintenance Agreements (Total Contract Value < $25,000)

  • 1300.00 Miscellaneous Policy Items
  • 1310.00 Encumbrances Account Statement
  • 1320.00 Purchase Accumulation Exceeding $25,000
  • 1330.00 Rent or Lease of Equipment
  • 1340.00 Office Supplies

  • 1400.00 Purchase of Used Equipment
  • 1410.00 Criteria to Consider in Making this Determination
  • 1420.00 Information to be submitted with the Purchase Requisition

  • 1500.00 Printing

  • 1600.00 Trade-In of Equipment

  • 1700.00 Capital Items Defined

  • 1800.00 Appendices