Employee
Guide
Purchasing Overview
The acquisition
process is dynamic and complex in nature and greatly influenced by a
wide range of variables and events both internal and external to CSU.
The procurement process begins with the purchase requisition, scope of
work or specifications. The purchase requisition initiates the
purchasing process
The Purchasing Manual
(pdf)
This online Purchasing Manual is intended to explain and facilitate the
processes,
procedures, and regulations associated with the
acquisition of products and
services for Western Connecticut State University.
These procedures are designed
to not only comply with the Procurement guidelines
established by the State of
Connecticut and the Connecticut State University System
but also to provide a
process in which these goods and services are acquired
in a timely and
economical manner. While the Purchasing Department is
responsible for the
maintenance of the manual, it encourages all within
WCSU to submit suggestions
or questions concerning its content. Additionally,
although the ultimate intent of
the manual is to cover all the potential occurrences
within Procurement, the
procurement process is both complex and widely influenced by
events happening
within and outside the University. Issues falling outside of
the guidelines will be
handled on a case by case basis.
Bid Process
Request for Proposal (RFP) is a document issued to prospective bidders based on a scope of work, description of services or specifications.
Do I really need and RFP?
Use the chart below for Dollar Threshold and Process information.
|
Acquisitions less than $10K |
Formal competitive sealed bidding not required. Purchasing Department retains the right to seek competitive bids. |
|
Acquisitions > $10K to < $50K
|
Formal competitive public sealed bidding required. Competitive bid process to be executed and managed by the Purchasing Office Bid to be posted publicly on the Department of Administrative Services Bid Portal. |
|
Acquisitions > $50K
|
Formal competitive sealed bidding required Competitive bid process to be executed and managed by the Purchasing Department. Bid to be posted publicly on the Department of Administrative Service’s Bid Portal and advertised in at least (2) newspaper |
Exceptions to the bidding process Sealed bidding is not required when:
Product or service is obtained via available standing contracts issued
through the
following organizations:
Department of Administrative Services (DAS)
Connecticut State University System (CSU)
Connecticut College Purchasing Group (CCPG)
Or when the product
or service is determined to be a “Sole Source”
(pdf)
WCSU Purchasing Department reserves the right to competitively bid a
product/service instead of utilizing a standing contract if
competitively bidding the requirement is in the best interests of WCSU.
Code of
Ethics
CSU
policy is to maintain high standards of honesty, integrity,
impartiality,
courtesy, and conduct. Some key points:
· Strive to obtain the maximum value for each dollar expended.
· Treat all contractors/vendors fairly, equally and impartially.
·
Decline
all personal gifts or gratuities.
Purchasing Definitions
Budget Authority:
Person designated as having responsibility of the funds for the
department, cost center, grant, or their designee.
Disbursement form (pdf):
Disbursement forms
are used for the following:
Personal
refund/reimbursements
Authorize payment for PSA/Honorarium
Food Reimbursement for food purchased off campus by
individuals
Memberships/Subscriptions
College Fair Registrations/tables
Online web conference registration/payments – where no travel is
involved
Emergency Orders:
An emergency is defined as a situation where the normal
operation or portion thereof of WCSU would cease or be
seriously impaired if
immediate action was not undertaken to correct the
contingency. Any emergency
situation must be declared as such by the President of the
University.
Encumbrance:
Reservation of funds for a particular purchase. Funds are
considered encumbered when a Purchase Order or On-Line
Requisition are
created in the Banner System.
Equipment:
An article retaining a useful life of at least (1) year and a value of
at
least $1K. Supply budget money cannot be used to acquire an
item defined as
equipment.
No
Substitute (a.k.a “Sole acceptable brand or model”: Similar types of
products/services may exist, but the item requested, for
reasons of
standardization, quality, compatibility with existing
equipment, specifications,
technical features, expertise, etc., is the only brand
acceptable to the requester or
the University. Note that “no substitute” or “sole brand”
products/services may be
available from more than one source and, if so, may be
subject to competitive
bidding to those sources as outlined above. Note: The VP of
Finance or their
designee has the responsibility to determine sole source
applicability or to
proceed with a competitive bid.
PSA- Personal Service Agreement: Defined as an agreement
which covers services
by a corporation, partnership, or individual of a technical
or professional nature
(i.e.; athletes, entertainers, consultants, etc). Different
from a Purchase Order in
development and authority.
Purchase Order (PO):
The valid purchase order duly signed by the appropriate
WCSU individual and issued to a vendor, is the legal authority to
deliver goods or
provide service. Note that purchases of products/services
without a PO are
invalid and WCSU is not legally bound to pay for such
purchases made by faculty
or staff.
Forms
State Contracts
Accounts Payable -
203-837-8378
The Purchasing Manual, sole source and disbursement forms are presented in Adobe Acrobat (pdf) format. If you do not have Adobe Acrobat Reader, please download and install it from Adobe's web site.
