Procurement Services (7000) Procedures
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This section provides requirements and regulations for all procurements made for James Madison University by faculty, staff, and administrators whatever the source of funds. The requirements cover all procurements charged to University funds, including Educational and General, Auxiliary Enterprises, Sponsored Programs (Grants and Contracts) and Local/Agency Fund Accounts.
James Madison University must process all procurements within the policies and procedures set forth in the Rules Governing Procurement of Goods, Services, Insurance and Construction AND the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and their Vendors. Both of these documents can be accessed directly at http://www.jmu.edu/procurement/mpl.shtml.
The objective of effective procurement is to obtain high quality goods, supplies, and services, at the lowest possible cost. Individuals must procure goods and services fairly and impartially to avoid impropriety or the appearance of impropriety. The University expects individuals involved in procurement for the University to exercise prudent judgment. Each procurement must be able to sustain the test of public review for all purchases.
.110 Un-Authorized Purchases
Purchases not made according to these procedures are subject to Non-Payment of the vendor invoice by the University.
.200 Control Responsibilities
.220 Office of Procurement Services
.300 Restricted Purchases
.310 Emergency Procurements
The University restricts emergency procurements to those items that are necessary to eliminate a situation that could threaten the loss of life or property or cause injury. In these situations, University employees should take the actions necessary to resolve the emergency. In an emergency, departments may procure the goods or services necessary without competitive bidding. The individual handling the emergency should contact the Office of Procurement Services, if possible, before taking any actions. The department or individual involved should prepare a full justification for the emergency purchase and the necessary procurement action. The appropriate administrative official or their designee should prepare the documentation and forward copies to the Director of Procurement Services for approval. Emergency procurement procedures may be used to purchase only that which is necessary to cover the requirements of the emergency.
.320 Procurements Performed by the Office of Procurement Services
The Office of Procurement Services is responsible for procuring goods and services valued at more than $5,000, purchases costing less than $5,000 if requested by department, sole source purchases, restricted items, Equipment Trust Fund at $5,000 and above, and services (as detailed on the Procurement Services Webpage).
Procurement Services issues an eVA Direct Order to document the award made at the completion of the competitive bid process. The buyer notifies the requesting department if the bid price exceeds the estimated price.
Procurement Services forwards copies of the Direct Order to the selected vendor. Requesting department can access the Direct Order through the eVA Procurement System. The amount indicated on the Direct Order issued supersedes the Purchase Requisition. The originating department should use the dollar amount of the Direct Order, not the Purchase Requisition, for budget reconciliation purposes.
.321 Sole Source Purchases
Sole source procurements costing more than $5,000 require a written justification. Departments requesting sole source purchases costing more than $5,000 should prepare an electronic (eVA) Purchase Requisition and attach a justification using the standard form provided by Procurement Services (see “FORMS” on the Procurement Services website) for the sole source request.
.322 Restricted Purchases
The Office of Procurement Services must procure restricted items no matter the cost of the goods or service. The following are restricted items not allowed for purchase by a JMU department:
♦ Non-Virginia Correctional Enterprise Furniture
Other restricted items may be added at any time. JMU Procurement Services updates the most up-to-date list on its website (click here: Procurement - restrictions).
.323 Recurring Procurements
The University must competitively procure goods and services that are anticipated to be recurring in nature if the onetime cost exceeds $4,999.99 or accumulated cost exceeds $15,000 over a twelve month period. The Procurement Services Department requires an electronic eVA Purchase Requisition and will complete the applicable procurement process on behalf of the department. Frequently, recurring purchases of goods or services will result in a term contract being negotiated on behalf of the University.
.330 Acquisition of Property
The Office of Real Property is responsible for acquiring buildings and land for use by the University. University departments should contact that office before making any arrangements to rent, lease or purchase land or buildings.
.340 Capital Outlay Projects
The Office of Facilities Planning and Construction is responsible for overseeing Capital Outlay, Construction and Professional Services projects. University departments should contact that office concerning all capital outlay (construction) projects. Construction projects that are defined as "Capital Outlay” typically cost greater than $1,000,000.00. The Office of Procurement Services is responsible for handling the procurement process of awarding a contract for capital outlay construction as well as purchasing furniture, furnishings and equipment for installation within a capital outlay construction project.
.350 Printing and Publication Services
When printing projects are over $5,000 and cannot be part of an existing printing contract (i.e. stationary, business cards, envelopes with vendor Premier Colors, Inc), the Office of Procurement Services must receive competitive bids. Depending upon the complexity and dollar value of the project, this process may require from 3 to 15 business days. After determining the low bid, the Office of Procurement Services will contact the requesting department and request a completed eVA Purchase Requisition for the accepted bid.
.360 Duplicating Services
The University provides copying services at various locations on the campus and all departments are highly encouraged to use the on-campus copy centers. The James Madison University Telephone Directory lists the various locations under "Copy Centers."
.400 Delegated Purchasing Authority
The University has delegated certain procurement authority except "Restricted Purchases," to Departments. The University expects these departments to comply with purchasing regulations and exercise prudent judgment when procuring goods, supplies, and services. Employees who make purchases must first obtain approval of the departmental approving authority for the Department ID charged. The University does not require departments to accept delegated purchase authority. When departments do not accept delegated authority, the Office of Procurement Services will perform the procurement function. Departments, not accepting delegated authority, must complete and submit an eVA Requisition for Purchase for all purchases.
.410 Purchases Costing $4,999.99 or less
Departments may procure goods and services, except "Restricted Purchases, valued at $4,999.99 or less through the eVA Procurement System. The University prefers that departments use the Small Purchase Charge Card (SPCC) for all vendors who accept the card. On-line auctions (example: e-bay) is allowed when all rules governing Procurement procedures and Accounts Payable payments are met. Accounts Payable will audit each of these transactions for compliance.
Purchases may be made through the Internet using the SPCC. All purchases of this type must be recorded in eVA as a confirming order. The department should be sure that the vendor has a secure Socket Layer (SSL) Version 2.0 or greater. To ensure that the vendor has a SSL, the Address Window must start with https://. Information about the vendor's security certification is available under Help on the browser tool bar. This may not occur until the payment information is requested.
The individual making the purchase must request a vendor invoice, or an itemized cash register receipt. For purchases through the Internet, print a copy of items purchased after the order is placed and retain it for departmental records and reconciliation of monthly SPCC purchases.
Employees should not use cash or a personal credit card except in an emergency, when no other method of payment is accepted.
.420 Departmental Direct Orders (DPOs) for Purchase Excludable from processing in eVA Procurement System
The DPO (word document found on Procurement Web Site) is to be used for items when the department and/or the vendor needs paper documentation of an order that is not required to be entered into eVA (it is an eVA exclusion). The DPO may be used by university departments to purchase goods and services directly from a vendor if the total cost, including freight and taxes (if applicable), is $4999.99 or less with the exception of the items listed under "Restrictions" above.
The department head is responsible for the proper administration of the DPO to ensure proper procurement practices and for ensuring that there are sufficient funds in the departmental budget to cover the expenditures of the DPO.
For all invoices without an eVA DO number shown on it, the department must complete an Accounting Voucher to initiate payment.
Before completing the DPO form, refer to subsection .300 "Restricted Purchases," and to restrictions printed on the DPO form. Individuals making purchases should ensure that the vendor excludes sales tax, as the University is tax exempt.
.430 Delegated Purchase Authority
The University has delegated authority to departments to purchase goods or services costing $4,999.99 or less through the eVA Procurement System via an eVA Direct Order (DO) or Purchase Card Order (PCO). This DO/PCO may be used by university departments to purchase goods and services directly from a vendor, if the total cost, including freight is $4999.99 or less with the exception of the items listed under "restrictions."
To complete DO purchase through eVA, less than $5000, the department should obtain bids or quotes from catalogs or from the vendors. Procurement regulations require only one bid or quote when using the DO. It is preferred that Departments obtain one quote from a woman or minority vendor especially in commodity areas such as office supplies and promotional items where there is ample woman-owned and minority-owned business to offer competition. After identifying the best source, the department may complete the DO and place the order directly with the vendor. When departments place orders by telephone, they should clearly mark the DO, "CONFIRMING ORDER - DO NOT DUPLICATE" and show the name of the vendor's contact person. The department may mail or hand-deliver the DO/PCO to the vendor for orders not placed by telephone.
.500 Purchases from Campus Facilities
University departments may purchase a variety of supplies from the Campus Bookstore.
.520 Postal Services
Departments may purchase postal stamps directly from Postal Services by completing an Accounting Voucher payable to JMU Postal Services and delivering it to the Office of Accounts Payable. The department must indicate how they want to receive the check and deliver the check to Postal Services to obtain stamps.
.530 Catering and Special Events
Departments may request catering services by contacting the Catering and Special Events office.
.540 Facilities Management
Departments may request various services from Facilities Management. Facilities Management requires a Work Order before providing services. Departments may contact Facilities Management to determine what services are available.
Employees should contact their Building Services Coordinator (Listed by building in the front of the James Madison University Telephone Directory) for building maintenance requests for the building where they are located.
.541 JMU Warehouse Complex
The JMU Warehouse Complex maintains stock items such as cleaning supplies and light bulbs. A list of the stocked items is available from the warehouse. Departments may request items by completing the Warehouse Requisition Form.
.550 Computer Repairs or Assistance
Departments should contact the Help Desk (Telephone 83555) to request computer repairs or assistance. The Help Desk requires the MPAC Number of your computer to issue a work order.
Requests for telephone services such as, to move or change an existing phone, obtain a telephone or request repairs, requires a memo or an E-mail describing the services requested. The memo should include an Department ID to charge for the services and the signature of the approving authority for the Organization designated.
.600 Goods and Services Exempt From Procurement Documentation
♦ Student Scholarships - The Office of Financial Aid and Scholarships must approve all scholarships.
♦ Moving and Relocation Services (See Section Number 5010, Moving & Relocation)
♦ Travel related expenses (See Section Number 4215, "Travel")
The following are allowable, excludable items/categories that do NOT need to be procured through the eVA Procurement System. Items listed in BOLD DO NOT QUALIFY for the exclusion. Every attempt was made to list these items with clarity and relevance to typical JMU purchasing of goods. Should you need further explanation of these items/categories, you may contact Procurement Services at 568-3145.
JMU was also approved by DPS August 9, 2004 for the following eVA exclusions through June 30, 2005, or until revoked by DPS, whichever is later:
.700 Processing Procedures
.710 eVA Procurement System
.712 Office of Procurement Services
.713 Office of Accounts Payable
.720 James Madison University eVA Purchase Requisition
.722 Office of Procurement Services
.800 Forms Preparation and Submission
.810 Direct Order (DO), Purchasing Card Order (PCO) and Paper Form of Department Purchase Order for eVA exclusions only
.811 Required, eVA Procurement System
The eVA generated DPO is required for vendors who require a purchasing document for non-excludable eVA goods and services.
The Departmental Purchase Order (word document, found on Procurement Services website (www.jmu.edu/procurement) may be used ONLY for excludable eVA goods and services.
.812 Where to Obtain Blank Forms
The hardcopy DPO for excludable eVA goods and services is a Word document available online.
.813 Number of Copies
Follow procedures on DPO for copies.
.814 Where to Send Completed Copies:
A (DPO) or (PCO) generated through eVA will be electronically sent to the vendor and copy transferred to the eVA buyers watch box which is monitored by Procurement Services. If the vendor does not accept electronically orders, the Department is responsible for being sure the DPO or PCO reaches the vendor via facsimile transmission or via email.
The Department Purchase Order (Word Document) for eVA excludable items needs to be distributed to the vendor via facsimile transmission or via email.
.815 Forms Preparation Instructions
Hardcopy DPO Preparation
.820 James Madison University Purchase Requisition
Departments should use this form to requisition goods, supplies, and services. Departments without delegated purchasing authority should use the form for procurements of $4,999.99 or more and for restricted items or service.
.822 Where to Obtain Blank Forms
Blank forms are available from the Office of Procurement Services.
.823 Number of Copies
Submit the original and three copies. Retain part five (goldenrod copy) for departmental records.
.824 Where to Send Completed Forms
Send completed forms for items or services costing more than $4,999.99 to the Office of Procurement Services.
.825 Forms Preparation Instructions
Following are detailed instructions for the preparation of the Purchase Requisition form. Enter the following information only; all other blocks should be left blank.