Current through Register Vol. 51, No. 19, September 20, 2024
A.
Delegation of Purchasing Authority to Using Agencies.
(1) Department of General Services Selects
Exemptions. The Department reserves the right to delegate, either by commodity
class or dollar value, certain purchase authority to using agencies. These
classes and dollar exemptions are identified in the Maryland State Procurement
Manual. Delegated purchases are subject to any review, reporting, or auditing
requirements established by the Department. Authority delegated by the
Department under this regulation may be rescinded at the Department's
discretion.
(2) Using Agency May
Request Authority Delegation. A using agency may write the Department and
present justification for a procurement which it wishes exempted from the
Department's award authority.
(3)
Integrity in Application of Exemption Policies. A using agency may not
deliberately circumvent a dollar threshold purchase exemption by subdividing a
requirement into smaller quantities. This prohibition also applies to
purposefully reducing the order quantities and buying more
frequently.
B. Purchases
Costing $10,000 or More.
The Department may not approve requisitions for commodities
valued $10,000 or more which are:
(1)
The subject of a term requirements or indefinite quantity contract;
or
(2) Available from another State
agency.
D. Emergency Purchases.
The Department shall allow using agencies to make emergency purchases of
commodities in accordance with COMAR 21.05.06. Emergency purchases shall be
reported as required by COMAR
21.05.06.02D. f a
using agency determines that an emergency exists, the agency may contact the
Department for assistance before making a purchase.
E. Receiving and Inspection.
(1) Upon delivery of supplies, the using
agency shall be responsible for weighing, counting, visually inspecting, and
noting any deviations between the items delivered and the purchase order
specifications issued by the Department. If a substitute is found, the using
agency shall reject it and submit a vendor performance report immediately to
the Department. If the need is critical, the appropriate Department buyer shall
be notified immediately.
(2) Agency
receiving personnel shall sign delivery receipts and complete receiving reports
for only the quantities received. The receiving personnel shall note any
shortages on the delivering carrier's freight bill and shall immediately inform
the vendor and the Department of the shortage. Concealed damage or shortages
shall also be reported to the vendor as soon as discovered.
F. Invoice Processing. Each using
agency is responsible for promptly processing invoices for payment. The using
agency shall match a receiving report and any other supporting documents with
appropriate invoices. The using agency shall place all approved invoices on a
disbursement transmittal and forward them to the Comptroller's Office for
payment.
