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POL 2.000 Purchasing Policy

It is the policy of the board of trustees to establish purchasing procedures which shall:

  • conform to all applicable legal requirements set forth by Michigan statutes and federal procurement laws;
  • result in the most effective dollar return to the college district for goods and services;
  • maintain professional relationships with vendors;
  • extend equal privileges to vendors without regard to the geographic location of their business organizations when practical;
  • take into account the particular needs of the college district

The president or designee shall have the authority to control all purchasing practices and shall have authority to approve the purchase of all materials, supplies, equipment, and other commodities on behalf of the college. Parameters for authorization are as follows:

  • Purchases less than $500 that are within the limitations of the budget shall be approved by the appropriate budget officer as identified by the chief financial officer.
  • Purchases greater than $500 but less than $10,000, the chief financial officer shall have authority to approve.
  • Purchases greater than $10,000 to $24,999, quotes will be obtained and be approved by both the chief financial officer and the president.
  • Purchases over $25,000 shall require competitive bids, unless otherwise exempt from the bidding process. The board shall approve bids over $25,000.

Pyramiding of purchases or splitting transactions which would result in avoiding the requirements for competitive bidding is prohibited.
The following items are exempt from competitive bidding and board approval:

  1. Purchases through state contracts or other purchasing cooperatives;
  2. Food and other items for resale;
  3. Non-competitive items available from one source;
  4. Emergency purchases (see explanation below)

Emergency purchases are also exempt from competitive bidding if:

  1. The emergency nature is one in which college operations are in jeopardy;
  2. The college uses sound business practice in the emergency purchase;
  3. There are adequate funds in the budget to cover the expenditure;
  4. The board chair is informed of the purchase;
  5. The full board will be notified of the purchase

Revised June 6, 1996
Revised August 12, 1999
Revised November 16, 2010