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Following
are general guidelines for MTSU employees who wish to make University
purchases. If you have questions, please contact Procurement Services
at 898-2944.
LOCAL PURCHASES
Procurement Policy 3.2 (d)
DEPARTMENT
LOCAL PURCHASE AUTHORITY:
If the total estimated amount of any purchase is less than $5,000,
the purchase may be negotiated. For any purchases less than $5,000
(Does not apply to Personal, Professional, or Consultant Contracts)
MTSU Departments and employees will use a PCard to procure the
supplies and/or services. All University Departments or employees
must utilize State of Tennessee, MTSU, Tennessee Board of Regents
(Including all TBR Institutions), and University of Tennessee
(Including all UTK Institutions) contracts as the primary sources
to procure any needed goods and/or services. If the item or service
can be procured at a lower price or is unavailable on these contracts
then the purchase may be made elsewhere, however all PCard purchases
shall be made utilizing best bid prices. All documentation pertaining
to purchases and/or services shall be available for review and
audit by Procurement Services. A list of current State of Tennessee,
MTSU, Tennessee Board of Regents (Including all TBR Institutions),
and University of Tennessee (Including all UTK Institutions) contracts
are available on the MTSU Procurement Services Website: http://procurement.mtsu.edu.
Any MTSU
Department and/or employee not utilizing the MTSU PCard for local
purchases will be given a 'local purchase limit' of less than
$500 and will be required utilize a requisition for any purchase
of supplies and/or services exceeding $500.
All purchases made for supplies and/or services under $5,000 shall
be made with a MTSU PCard unless the vendor requires a University
Purchase Order or in rare circumstances a "Check Enclosed".
For these situations a Procurement Requisition will be completed
utilizing SciQuest and forwarded to Procurement Services with
an explanation.
Refer to
MTSU PCard Policy for more information.
EXCEPTIONS
Requisitions for computer hardware, peripherals, software and
related maintenance or support requests of ($1,000 or more) shall
include an attached "Explanation of Need" which includes
the intended usage and, if hardware, the type of equipment to
which it will be attached. Also the requisition will include the
location, including building and room. The requisition is routed
thru the Information Technology Division Office for approval,
prior to coming to Procurement Services.go through the Office
of Information Technology before it comes to the Purchasing Department.
Any computer
purchased for less than $1,000 should be coded as Object Code
74596.
EQUIPMENT
Equipment is $5,000.00 and up. Any equipment purchase must
be submitted on a requisition through MT$ource
to Procurement Services (Reference University Policy #IV: 04:07).
The definition of equipment refers to an item costing $5,000.00
or more with a life expectancy of three years or longer and does
not lose its identity when incorporated into another unit.
REQUISITIONS
AND THE BID PROCESS
The following steps should be followed:
- MTSU employee
who wishes to make purchase (requisitioner) completes a Purchase
Requisition* in MT$ource
the Instructions for Completing the Requisition for Purchase.
- The Purchase
Requistion* will flow through the workflow within MT$ource
for the online approvals.
- Refer also
to Request
for Proposal for
personal, professional and consultant agreements.
- If item(s)
on requistions are not on contract with the State of
Tennessee, TBR, MTSU or UTK, Procurement Services will issue
an Invitiation to Bid.
- After the
Bid Opening date and review by Procurement Services, bids are
forwarded to requisitioner for award recommendation.
- Requisitioner
reviews bids and makes award recommendation to Procurement Services.
- After determining
all specifications are met and policies are followed, Procurement
Services forwards Purchase Order to awarded vendor and
to MTSU requisitioner.
*Requisitions
are in PDF format and require the user to have Adobe Reader installed
on his computer. Reader is free from the Adobe
web site.
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