/Institutions/Vernon-College/json/2023-2024/Employee-Handbook-local.json

/Institutions/Vernon-College/json/2023-2024/Employee-Handbook.json

Appendix O: Purchasing Policy

Purchase of Supplies, Equipment and Services for the College

It is the policy of the Board that all purchases be made within the laws and guidelines established by the State of Texas. This includes the Texas Education Code, Attorney General Opinions, Texas Local Government Code, Texas Uniform Commercial Code and established Board policies. The College President is authorized to delegate the coordination of the college purchasing process to an appropriate member of the administrative staff. Those authorized to purchase supplies and equipment for the College will abide by the following requirements in making the necessary arrangements for bids, quotations and contracted services and will comply with federal and state requirements as outlined in the Code of Federal Regulations, 34, Subpart P, Sections 74.160-74.166.

1. No quotes, bids, or RFPs are necessary for the purchase of equipment, supplies or contracted services costing $1 to $5,000. However, in all cases, telephone quotes and catalog quotes will be utilized in order to gain any cost advantage for Vernon College.
2. Informal quotes in the form of signed Vernon College quotation forms will be requested from at least three (3) vendors, for the purchase of equipment, supplies, or contracted services costing more than $5,000 and less than $50,000.
3. All items of equipment and supplies costing $50,000 (aggregate cost) or more in a 12 month period are subject to the formal competitive purchase process. Legal notices shall be posted in the county in which the College’s central administrative office is located, once a week for at least two (2) weeks prior to bid openings. Bids will be opened and read aloud at a designated location. In accordance with existing state statutes, bids representing the best value to the College will be taken in all cases.
4. Whenever possible, the use of purchasing co-ops approved by the State of Texas (TPASS, Buy-Board, Tex Moss, DIR, etc.) will be utilized. In accordance with existing statutes, items purchased through approved purchasing cooperatives are not subject to the competitive purchasing process.

Specific operational policies and procedures regarding the purchasing of equipment, supplies and contracted services are found in CF(LEGAL) Purchasing and Acquisitions.

Revised: 07/01/10