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 Filing systems or Microfilm Equipment 520.00 Information Technology Resources (Hardware, software, and services) 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
