Montana State University

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