Rhode Island Code of Regulations
Title 220 - Department of Administration
Chapter 30 - Purchases
Subchapter 00 - N/A
Part 2 - Procurement Structure and Accountability (220-RICR-30-00-2)
Section 220-RICR-30-00-2.3 - STRUCTURE AND RESPONSIBILITIES FOR CENTRALIZED STATE AGENCY PROCUREMENT

Universal Citation: 220 RI Code of Rules 30 00 2.3

Current through September 18, 2024

A. The Director of Administration/Chief Purchasing Officer shall be responsible for:

1. Policy formulation and dissemination;

2. Establishing standards;

3. Defining and promulgating procedures;

4. Monitoring and evaluating central purchasing activity to ensure that the state is attaining the most advantageous procurements possible; and

5. Determining courses of action when the policies and procedures outlined herein require interpretation and/or when situations arise where conflicts exist or occur.

B. The State Purchasing Agent shall be responsible for:

1. Assuring adherence to state procurement laws, regulations, rules, codes and procedures;

2. Supervising procurement activity within the Office of Purchases;

3. Assuring that delegated purchasing authority is exercised properly;

4. Establishing and maintaining good relations with suppliers and potential suppliers without conflicts of interest;

5. Assuring that procurements are made in a context which supports to the greatest extent possible:
a. competitive purchases,

b. opportunities for minority and women owned/operated businesses, and

c. opportunities for local Rhode Island enterprises;

6. Assuring that a pool of responsible, qualified suppliers is developed, maintained and utilized;

7. Assuring compliance with appropriate competitive bidding procedures throughout the state's procurement system;

8. Promoting standardization of requirements to increase opportunities for the economic advantages of combined purchasing;

9. Establishing and monitoring standards of quality;

10. Assuring that goods and services are delivered according to specified requirements; and

11. Supervising the state's warehousing and inventory activities.

C. The State Budget Officer shall be responsible for reviewing all purchase documentation submitted by user agencies to the Office of Budget for certification as to the availability of the funds necessary to support a purchasing commitment and authorizing expenditures as requested.

D. The State Controller shall be responsible for:

1. Reviewing all purchase documentation submitted by user agencies to the Division of Accounts and Controls to assure compliance with promulgated rules, regulations, policies and procedures;

2. Forwarding all documents manifesting clear or suspected compliance violations to the Purchasing Agent for appropriate action;

3. Encumbering purchase obligations and processing payments for goods and services certified as delivered in accordance with the terms of purchase orders; and

4. Monitoring administration of imprest cash accounts.

E. All state agency chief executives shall be accountable to the Chief Purchasing Officer for the purpose of carrying out the state's procurement activities. User agency chief executives shall be responsible for:

1. Assuring the availability of funds to sustain purchase commitments;

2. Enforcing adherence to applicable policies and procedures;

3. Thoughtful planning which will:
a. promote opportunities for effective procurement, e.g., economies of scale, and

b. reduce the occurrence of crisis situations which detract from the state's ability to make the most advantageous purchases possible; and

4. Careful development of specifications to:
a. Promote speed of bid implementation,

b. Reduce misunderstanding and conflicts, and

c. Enhance quality, competition, and control.

5. Implementation of administrative control systems with respect to all procurement actions, including, but not limited to, verification of contract deliverables and contractor responsibilities, maintenance of records, and all other activities relating to contract administration.

6. Providing written documentation to the Purchasing Agent when a contractor fails to perform as a contract requires.

F. The Director of Economic Development shall be responsible for:

1. Certifying vendors as meeting state R.I. Gen. Laws § 37-14.1-3 and/or federal legal and regulatory requirements to be considered Small Disadvantaged Businesses, e.g., minority- or women-owned and controlled businesses; and

2. Conducting programs to enhance the capability of small disadvantaged businesses to obtain state contracts by providing assistance in obtaining the skills and information necessary to compete successfully in response to state solicitations for bids.

G. The Attorney General shall be responsible for:

1. Investigation of cases involving breach of contract or suspected instances of criminal activity, e.g., collusion, fraud; and

2. Prosecution of cases involving criminal activity.

H. The Ethics Commission shall be responsible for:

1. Investigating cases of suspected violation of state Conflict of Interest laws and regulations and

2. Referring to the Attorney General cases where determinations of violations have been made.

Disclaimer: These regulations may not be the most recent version. Rhode Island may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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