Mississippi Valley State University

July 28, 2014

Purchasing State Contracts

Procurement

The Procurement Department of Mississippi Valley State University is the purchasing agency of the University. Greater efficiency, both in terms of economy to the University and service to the departments, is achieved through specialization of purchasing. The purpose of Procurement and Contracts, therefore, is to procure quality supplies and equipment as economically and conveniently as possible.

In the interest of serving the University, its alumni, and the community, Procurement, in conducting business and discharging its responsibilities, is guided by three primary objectives:

  1. Purchases are to be made in consideration of the objectives and policies of the University, as well as the particular requirements and objectives of the departments.
  2. Maximum, ultimate value for each dollar of the expenditure must be obtained.
  3. Qualified, competitive bidders must be given equal consideration and opportunity to bid on the University's requirements.

Official Policy Statement

Procurement Department has the sole authority to order supplies, materials, and equipment, and to obligate the University for Contractual Services with the exception of books purchased by the University, Bookstore will assume only those obligations evidenced by a previously issued and duly authorized purchase order or a purchase properly made using a duly authorized Procurement Card.

State Contracts

Competitive Contracts  are established on the basis of written specifications and sealed competitive bids. A contract is awarded to the vendor that has submitted the lowest bid that meets the specifications. If an item exists on a competitive state contract, all state agencies are required to purchase the item from that contract.


Negotiated Contracts  are awarded to all vendors offering competitive terms. These contracts are provided for convenience purposes. If an item is on the negotiated contract, you should purchase from the contract or follow standard quote/bid regulations to obtain a lower than contract price for the item.

  
Agency Contracts  are established on the basis of competitive bids or negotiation by a specific state agency. The availability of agency contracts to other agencies is dependent upon the terms of the agreement and a determination by the Office of Purchasing and Travel. State agencies are not required to purchase items from this contract.


Express Product List (EPL)
Express Products Lists (EPLs) are compilations of competitive proposals advertised for, evaluated then published by ITS for use by agencies and institutions in performing routine information system procurements. Agencies and institutions may make purchases up to the amount specified in the EPL.


State Contract Links
Competitive and Negotiated State Contracts
Department of Finance and Administration (DFA)
Express Product Lists (EPLs)
Generic Rental Agreement


Exceptions to Competitive State Contract Rules
If the item on competitive contract will not meet the needs of the agency, then you must perform the following steps to obtain approval for an exception from the contract.

If the purchase amount is less than $5,000, the following information must be submitted to Procurement:

· Copy of the requisition

· One firm price quote from the vendor the department requests to buy from

· A letter justifying the reason for the exception from the contract. At a minimum, this letter must answer the following questions:

1. What is the state contract price associated with item?

2. What transportation costs are associated with the item?

3. Is the quality level of the item equal to or better than the quality level associated with the same item offered on the state contract?

4. Have all applicable costs been included in the evaluation?

· If the purchase amount is greater than $5,000 and less than $50,000, the following information must be submitted to Procurement and Contracts:

1. Copy of the requisition

2. Two firm price quotes - one quote should be from the vendor the department requests to buy from

3. A letter justifying the reason for the exception from the contract. At a minimum, this letter must answer the following questions:

o What is the state contract price associated with item?

o What transportation costs are associated with the item?

o Is the quality level of the item equal to or better than the quality level associated with the same item offered on the state contract?

o Have all applicable costs been included in the evaluation?

If the purchase amount is greater than $50,000, the purchase must be made using standard bidding procedures.