Current through all regulations passed and filed through September 16, 2024
(A) Clark state community college shall
endeavor to purchase materials and services in the proper quantity and quality,
have them available at the time they are needed, and secure them at the lowest
or best price from a responsible source.
(B) The purchase of all equipment, supplies,
and services for use within the college shall be the responsibility of the vice
president for business affairs/treasurer. The authority to obligate the college
for any expenditure of funds shall be limited to the approval of either the
president, vice president for business affairs/treasurer, or to an employee who
has been delegated that responsibility by the president or vice president for
business affairs/treasurer. Employees making unauthorized purchases may be held
personally liable for the purchase.
(C) In order to ensure the adequate internal
accounting controls, the following bidding guidelines have been established:
(1) In the absence of a purchasing
department, it is recommended that college personnel involved in the purchasing
process exercise good purchasing judgment and secure informal competitive
pricing for items requisitioned.
(2) All purchases of equipment, furnishings,
fixtures (attached to walls, etc), supplies and services of twenty-five
thousand dollars or more shall require a formal "invitation to bid" which shall
be offered to selected providers. The vice president for business
affairs/treasurer may also require this procedure on selected purchases under
twenty-five thousand dollars.
(3)
All contracts for improvements (renovation/new construction)
more than one hundred thousand dollars
shall require either the solicitation of informal competitive pricing or a more
formal "invitation to bid" which shall be offered to selected
providers.
(D)
The following items may be exempt from the guidelines
listed in paragraph (C) of this policy:
(1) Emergency purchases (i.e., maintenance,
equipment repair, etc.).
(2) Items
pre-bid (i.e., by the state of Ohio, the inter-university council purchasing
group, etc).
(3) Items purchased
from a "sole source provider."
(4)
Professional service providers (i.e., consultants, physicians, brokers,
etc.).
(E) Requirements
for contracting for the following services are established in the Revised Code:
(1) Professional design and design-build
services with a fee in excess of fifty thousand dollars must follow the
requirements of section
153.65
of the Revised Code.
(2)
Professional design and design-build services with a fee of less than fifty
thousand dollars must follow the requirements of section
153.71 of
the Revised Code.
(3) Printed
materials must follow the requirements of section
3345.10
of the Revised Code. Vendors must produce the printed materials at
manufacturing facilities within the state of Ohio or in accordance with the
criteria and procedures established pursuant to division (C)(4) or (C)(5) of
section
125.09
of the Revised Code in order to be determined qualified.
(4) Independent public accountants must
follow the requirements of Chapter 117. of the Revised Code. The process is
lead by the auditor of state.
(5)
Improvements (renovation/new construction) in excess of
two
hundred thousand dollars must follow the competitive bid limits
requirements of section
3354.16
of the Revised Code.
(6) Legal
counsel is assigned by the office of the Ohio attorney general.
(F) Any necessary administrative
guidelines needed to implement this policy, shall be established by the
college administration.
(G)
As goods and services are procured using funds from
federal, state, local or private awards and contracts, the following shall be
applied as an addendum to the college's general procurement procedures.
(1)
The college's
procedures for procurement and purchasing should be followed unless the award
or contract stipulates otherwise. When the award or contract is different from
the college's policy and procedure, the purchasers shall follow whichever
policy and procedure is more stringent.
(2)
All records of
expenditure for Federal awards must be maintained on the accrual basis of
accounting, which is consistent with the college's basis of accounting. Goods
and services will be expensed in the year they are received, not the year they
are paid.
