COMMUNITY COLLEGE OF AURORA

PURCHASING – GUIDELINES

PURCHASING GUIDELINES FOR EMPLOYEES

This is a guide to assist you with day to day handling of purchases on behalf of Community College of Aurora. By following these guidelines you will be complying with the rules and regulations of the State of Colorado Procurement Code, State Statutes, and Community College of Aurora’s Procedures. Remember these are only guidelines; if you have any doubts as to which processing method to use do not hesitate to contact the Purchasing Office for assistance.

STATE PRICING AGREEMENTS

The Division of State Purchasing has negotiated many pricing agreements with vendors. These agreements cover a wide-range of commodities and can be viewed on the State Purchasing website: https://www.gssa.state.co.us/PriceAwd.nsf/Published%20Agreements%20by%20Category%20for%20Web?OpenView (You may want to follow this link, then bookmark the site on your web browser) Most of the agreements are permissive, it is recommended that we use the vendor awarded these price agreements unless we can purchase the same or like product from another vendor at less cost. There are a few agreements that are mandatory. Mandatory price agreements include office supplies, cellular phones, copy machine rental, express mail services, printing and furniture.

CONTRACTS AND AGREEMENTS

Any contracts or agreements which bind the Community College of Aurora must be approved and signed by either the President or the Vice President of Administrative Services. You may not sign quotations from vendors of products or services in any circumstance. The acceptance of a quotation and the terms thereof are subject to the terms of the Purchase Order.

FURNITURE

The Community College of Aurora has established furnishings standards for classrooms and offices. For information on available choices, contact the Facilities Director. By Executive Order from the Governor, all State agencies must order furniture from Colorado Correct ional Industries. Products and pricing can be viewed at their website, which is www.cijvp.com. If you need to select a fabric, samples may be viewed in the Purchasing Office or Facilities Department Metal desks, files and shelves are available from another vendor.

EQUIPMENT

All equipment, regardless of dollar amount, must be ordered through the use of a Purchase Order. In addition, all technology related purchases, communication services and communication equipment must be approved by the Information Technology Dept.

PRIOR APPROVAL REQUIREMENTS

Certain other goods and services, whether purchased with a Purchase Order or with a procurement card, require prior approval from an outside agency or designee at CCA. All requests for personal services, this includes mixed purchases that include both goods and services, must be approved by the Human Resources Dept.; printing/reproduction services (includes photocopies) must be approved by the Communication Dept.; leasing of real estate (including rental of storage facilities) must be approved by the Vice President of Administrative Services. All approvals must be obtained PRIOR to placing an order for goods or services.

PROCUREMENT CARDS

Certain individuals in Divisions/Departments have received procurement cards for the purchase of goods. Check with your administrative staff to see if they are a cardholder and if you may have them place the order for you. Procurement card purchases are not exempt from the prior approval requirements, there are also select goods that are prohibited or excluded. Because of stringent reporting requirements, the purchase of services with a procurement card is prohibited at CCA.

PAY REQUEST/REQUISITION FORM

This multi-purpose form can be used to purchase certain goods and services under $5,000 without approval from Purchasing; to receive reimbursement for expenses incurred on behalf of CCA, or as a purchase requisition requesting that a purchase order be issued.

To purchase certain goods and services under $5,000 without prior approval from the Purchasing Office, (however, other approvals may be necessary, see Prior Approval Requirements.)

Form must be completed and signed by the Cost-Center Administrator and appropriate department if prior approval is required, PRIOR to making any purchase. You may contact the vendor directly and use the reference number at the top of the Pay Request/Requisition form. Upon receipt of the goods, attach the invoice or supporting documentation to a copy of the Pay Request/ Requisition, sign for receipt of the goods, and route to the Purchasing Office. If goods or services are ordered or purchased without the proper documentation being completed prior to the purchase, it will be considered an illegal purchase and you can be held personally liable for payment of the good or service.

To request a purchase order be issued to a vendor.

Form must be completed and signed by the Cost-Center Administrator and appropriate department if prior approval is required, before submitting the request to the Purchasing Office. Mark the item labeled “Issue a Purchase Order to vendor” in the Purpose section of the Pay Request/Requisition form.

To utilize an Open Purchase Order for goods or services.

All Open Purchase Orders must be established through the issuance of a purchase order by the Purchasing Office. The Pay Request/Requisition form must be completed and signed by the Cost-Center Administrator and appropriate department if prior approval is required, before submitting the request to the Purchasing Office. Mark the item labeled “Issue a Purchase Order to vendor” in the Purpose section of the Pay Request/Requisition form.

To receive reimbursement for expenses incurred on behalf of CCA.

Attach receipts and other supporting documentation, i.e. official function form, agenda, list of attendees. If the purchase required prior approval you will not be reimbursed unless you obtained written approval prior to making the purchase (see Prior Approval Requirements.) Employees will not be reimbursed for expenses that violate College policy, State Procurement Code, State Fiscal Rules or State Statutes. Sales taxes will not be reimbursed. For small dollar reimbursements, under $20 that do not involve the purchase of food or reimbursement of mileage, you may request the reimbursement through petty cash at the Cashier’s Office.

PRE-PAYMENT

It is generally a violation of State Fiscal Rules to pre-pay for any goods. However, we are allowed to process advance payment for subscriptions, registrations, and memberships if the vendor will not accept the procurement card. Prepare a Pay Request/Requisition, attach supporting documentation obtain necessary approvals, and route to the Purchasing Office for processing.

This form can also be completed and attached to the Travel Authorization Form when requesting payment for lodging and conference registration for overnight travel.

WHEN QUOTES, BIDS, AND PROPOSALS ARE REQUIRED

Per the State of Colorado Procurement Code, any purchase of goods $5,000 to $50,000 or services $25,000 to $50,000 require the Purchasing Agent to request documented quotes (DQ) from vendors. This process will take approximately 2 weeks to complete.

For the purchase of goods or services over $50,000 the Procurement Code requires the Purchasing Agent to complete an Invitation for Bid (IFB) or Request for Proposal (RFP). This process can take a minimum of 6 weeks for an IFB and a minimum of 12 weeks for an RFP.

Consult with the Purchasing Office to provide them with the information needed to complete the above processes. Prior approvals may be necessary before a DQ, IFB or RFP can be issued.

PURCHASE OF SERVICES

Personal Services/Independent Contractor Agreements are completed along with an approved Pay Request/Requistion form. These agreements are NOT USED to hire employees. They ARE USED to complete work that is either:

Occasional - Seasonal, irregular, or fluctuating in nature;
Temporary - specific tasks or results for a finite period of time - these contracts must have an ending date.
Urgent - Compelling need for immediate action to protect health, welfare, or safety of people/property; or to react on short notice to fluctuating demand or temporary staff shortages.

The term of the agreement cannot exceed 6 months; the work completed should not reoccur on a regular basis.

These agreements must be COMPLETELY approved by the Human Resource Office before commencement of work.

PROCESS:

Determine the threshold amount for the service and follow the process below that applies.

Under $5,000
$5,000 - $25,000
$25,000 - $50,000
Over $50,000

Services under $5,000 aggregate over a 12 month period

(1) Complete the Pay Request/Requisition form and the Certification for Personal Services Agreement Form – include a detailed description of work, obtain all signatures.

(2) Have vendor completely fill out and sign IRS form W-9.

(3) Request from vendor a copy of their worker’s comp and liability insurance.

(4) Send all documentation to Purchasing – documents will be routed through Human Resources for approval/disapproval. Request will be returned to you if any of the above documentation is missing.

(5) If approved, documents will be returned to you and work may begin. When work is completed, send the approved Pay Request/Requistion Form, W-9 and invoice to the Accounts Payable Office for payment processing.

(6) If not approved, we will return to you with an explanation.

Services $5,000 – $25,000

(1) Complete the Pay Request/Requisition form and the Certification for Personal Services Agreement Form - include a detailed description of work, obtain all signatures.

(2) Have vendor completely fill out and sign IRS W-9.

(3) Send all documentation to Purchasing – documents will be routed through Human Resource Services for approval/disapproval.

(4) If approved, the certification form and approved Purchase Order will be returned to you and work may begin.

(5) If not approved, we will return to you with an explanation.

Services $25,000-$50,000

(1) Forward a memo to request a documented quote be posted for services from the Purchasing Office. Compose a memo to Purchasing that includes the purpose, a detailed scope of work, and the dollar amount you expect to spend on the service. Answer questions 1 through 4 on the Certification for Personal Services Agreement Form and forward all documentation to the Purchasing Office.

(2) Purchasing will obtain approval/disapproval from Human Resources as well as other prior approvals.

(3) If approved, Purchasing will process a documented quote on the State Bids System.

(4) If not approved, we will return to you with an explanation.

(5) Once a documented quote has been published, the Purchasing Office will receive all quotes. They will be opened and recorded on the date and time of closing.

(6) The Purchasing Office will work with you in determining the lowest qualified vendor.

(7) Once a vendor has been selected, complete a Pay Request/Requisition referencing the documented quote and obtain all signatures.

(8) A contract may be used to include additional protection for the state. If a contract is deemed to be necessary, you must work with the Vice President of Administrative Services who will assist in the preparation of the contract and obtain all necessary signatures.

(9) Once the Purchase Order/Contract has been approved and signed at all levels, work may begin.

Services $50,000 - and above

(1) Forward a memo to Purchasing requesting the preparation of a “Request for Proposal.” Describe the services to be performed, include a detailed scope of work, and the dollar amount you expect to spend on these services.

(2) Purchasing will obtain approval/disapproval from Human Resources as well as approval from various State agencies.

(3) If approved, we will publish a “Request for Proposal” (RFP) on the State Bids System. Allow 12 weeks for the completion of this process.

(4) If disapproved, we will return to you with an explanation.

(5) Once a Request for Proposal has been published, the Purchasing Office will receive all proposals.

(6) An evaluation board will be convened to select the most qualified bidder - each determining factor will be evaluated.

(7) Once the most qualified bidder has been selected, you must work with the Vice President of Administrative Services who will assist in the preparation of the contract and obtain all necessary signatures. Once the contract is approved and signed at all levels, work may begin.

REMEMBER, IF YOU ARE NOT SURE WHICH PROCESS TO USE CONTACT THE PURCHASING OFFICE FOR GUIDANCE.

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