Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PURCHASING
70.01
Revised 12-07
Purchasing Services
335-3541

General Purchasing Information

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INTRODUCTION

This section provides general information regarding WSU purchasing. For specific procedures, refer to the Chapter 70 Table of Contents or the "Search Manuals" web page.

PROCEDURES

General Procedures

The University provides several purchasing methods. Refer to the table below to determine which method to use. Use the applicable procedure that is closest to the top of the table.

Description BPPM
Reference
Form Used Restrictions/Explanation
Interdepartmental purchases from University sources 70.05 Interdepartmental Requisition and Invoice (IRI) Buy from WSU departments authorized to sell goods and services. See also 30.15.
Small purchases 70.08 Purchasing Card See 70.08.
Blanket purchases from specified vendors 70.19 Vendor's invoice See 70.19 for vendors and amounts. Refer to the blanket agreement for additional restrictions.
Purchases from outside vendors

70.08

70.07

70.10

Purchasing Card


Department Order

Departmental Requisition

See 70.08 for limits and restrictions.

See 70.07 for limits and restrictions.

Confirming purchases 70.20 Departmental Requisition or State Invoice Voucher Personal liability of the purchaser until approved by the employee's department and Purchasing Services.

Special Procedures

For purchasing procedures for special circumstances refer to the Manuals Search engine. A few special procedures are listed below.

Description BPPM
Reference
Form Used Restrictions/Explanation
Alcoholic beverages 70.29 Banquet Permit To purchase alcohol for University functions.
Cash advance 40.21 Vendors' receipts Used for grants and contracts.
Purchases from discretionary accounts (program 17A) 70.33 Standard University purchasing forms See 70.33.
Carpeting, floor coverings, window coverings, furniture (except freestanding furniture pieces requiring minimal or minor assembly)
NOTE: Does not include purchases by Housing and Dining Services.

80.45, 80.56

 

 

 

 

 

Online form:
myFacilities website

(Users who are unable to access the myFacilities website may contact Facilities Services, Operations; telephone 335-9000.)

To obtain indicated commodities.

 


 

 

 

Personal services 70.50 Departmental Requisition To obtain services of nonemployees.
Petty Cash Fund 30.50 Vendors' receipts,
State of Washington Invoice Voucher
For miscellaneous small or emergency purchases.
Telephone Services 85.39, 85.41 Telecommunications Service Request, Toll Call Authorization To obtain telephone/network services or telephone calling cards.
Travel purchases 95.08, 95.20 Travel Expense Voucher To make purchases while in travel status.

AUTHORITY

Purchasing Services is responsible for procurement by purchase, lease, or rental of all materials, services, supplies and equipment required by the various departments of the University regardless of the source of funds.

GENERAL POLICIES

Basic requirements are determined by statute and state and University administrative regulations. Purchasing Services has primary responsibility for interpreting these requirements and establishing appropriate guidelines.

Prior Approval

To assure compliance with all regulations, all purchases must have the appropriate prior approval. Any person making an unauthorized purchase must assume full responsibility for that purchase.

Purchasing Services' Objective

Purchasing Services' objective is to obtain specified goods and services at the lowest price, maintain quantity and quality, comply with regulations, and spend public money wisely. To achieve this goal, suppliers are contacted locally, in state, out of state, and internationally through the competitive bidding process.

Sole Source

The phrase, "sole source," indicates that the requested vendor is the only available source of supply for a good or service. The good or service must be unique or proprietary in nature. An example of a sole source item would be a replacement part for an existing piece of equipment. Excluding replacement parts, sole source purchases are discouraged due to the lack of competition which creates the potential for higher prices and terms more favorable to the supplier.

Sole source purchase requests must be documented by memorandum from the requisitioning department. A written quotation or bid must also be obtained by Purchasing Services to substantiate the price, terms, delivery, etc. before an order is committed. All sole source requests are closely reviewed by state and federal auditors.

Small Businesses, Minority Firms

Small business and minority firms are used as suppliers to the extent it is consistent with effective performance policies, particularly in subcontracting under federal contracts.

The University's goal is to increase its percentage dollar volume business completed with such concerns, especially within the state of Washington. A directory published by the state of Washington is available to help identify small business and minority firms.

Vendors providing goods or services to WSU must certify agreement to Executive Order Number 11246, which states a commitment to the active pursuit of equal employment opportunity.

Conflict of Interest

University employees may not participate in purchasing transactions which involve economic benefit to themselves, their immediate families, or businesses with which they are directly associated. See 70.15.

Direct all questions relating to specific transactions which may involve a conflict of interest to the Director of Purchasing Services.

ASSISTANCE

Catalogs, Directories

Purchasing maintains a vendor catalog and source file which include a Thomas Register (a directory of commodities and supplies). Major area telephone directories are also available.

Buyers

The buyers assist departmental personnel in obtaining information about any item.

Employees with departmental purchasing responsibilities are encouraged to discuss questions about purchasing procedures with the buyers. Within state law and regulation and University policy, procedures can be developed to meet special needs, speed purchases and/or cut handling costs.

Purchase Methods

There are several ways to purchase equipment and supplies at the University. The method used depends upon the item and its anticipated use. Refer to the tables above or the Purchasing Table of Contents section 70.00 to find the appropriate procedure.

STATE PURCHASING

Some commodities are bid on one bid for the entire state by the State Purchasing Office. The State Purchasing Office advises WSU Purchasing Services concerning acquisition procedures.

Purchasing Services acquires certain services and commodities from state vendor agencies, e.g., State of Washington Central Stores.

AUXILIARY SERVICES

Purchasing Services has several auxiliary services. These responsibilities are described in subsequent sections of Chapter 70. These services include (but are not limited to) relocating employees, coordinating personal services contracts, and licensing and titling motor vehicles.

SPONSORED PROJECTS

Sponsored project expenditures are subject to the same treatment as state-appropriated funds. The existing State of Washington Purchasing Directives therefore apply to all such purchases. Federal audits have found these guidelines acceptable.

Equipment Screening

Before a requisition is prepared for equipment to be purchased with grant or contract funds, the requisitioning department must review equipment currently available. If the equipment is available, it must not be purchased. See 40.12 and 70.10.

Prior Review

The project investigator and the individual with account expenditure authority are responsible for ensuring that all equipment requisitions to be purchased with sponsored funds are in accordance with University, state, and sponsor policies, regulations, and guidelines.

The following clauses contained in the Federal Acquisition Regulations (FAR) or the Defense Acquisition Regulations (DAR) apply to all federal fund expenditures and are a part of WSU's field order terms and conditions.

Special Terms and Conditions -- Federal Grants
Special Terms and Conditions -- Federal Contracts

The following provisions of the Federal Acquisition Regulations (FAR) apply regardless of the amount of the order.
Anti-Kickback Procedures 52.203-7
Buy American Act-- Free Trade Agreements--Israeli Trade Act 52.225-3
Contract Work Hours and Safety Standards Act--Overtime Compensation 52.222-4
Integrity of Unit Prices 52.215-14(a)(b)
Equal Opportunity 52.222-26
Notice to the Government of Labor Disputes 52.222-1
Preference for U.S. - Flag Air Carriers (for international air travel only) 52.247-63
Restrictions on Subcontractor Sales to the Government 52.203-6
Service Contract Act of 1965, as Amended 52.222-41
Termination for Convenience of Government
(Education and Other Nonprofit Institutions)
52.249-5 (a)-(f)
The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $2,500.
Affirmative Action for Workers with Disabilities 52.222-36
Instructions to Offerors--Competitive Acquisition 52.215-1
The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $10,000.
Affirmative Action for Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222-35
Audits and Records--Negotiation 52.215-2
Employment Reports on Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222.37
Instructions to Offerors--Competitive Acquisition 52.215-1
Utilization of Small Business Concerns 52.219-8
Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns 52.219.23
Walsh-Healey Public Contracts Act 52.222-20
The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $25,000.
Authorization and Consent 52.227-1
Notice and Assistance Regarding Patent and Copyright Infringement 52.227-2
Preference for Privately Owned U.S.- Flag Commercial Vessels 52.247-64
Utilization of Labor Surplus Area Concerns (Reserved) 52.220-3
Utilization of Women-Owned Small Business (Reserved) 52.219-13
The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $100,000.
Clean Air and Water (Reserved) 52.223-1,2
Price Reduction for Defective Cost or Pricing Data--Modifications--Sealed Bidding 52.214-27 or
Subcontractor Cost or Pricing Data--Modifications--Sealed Bidding 52.214-28
NOTE: 52.214-27 applies if cost or pricing data is initially required; if not, 52.214-28 applies to transactions over $100,000.
The following provisions of the Federal Acquisition Regulations (FAR) also apply if the amount of the order exceeds $500,000.
Labor Surplus Area Subcontracting Program (Reserved) 52.220-4
Small Business Subcontracting Plan 52.219-9
Small Disadvantaged Business Participation Program--Incentive Subcontracting 52.219.26
The following provisions of the Federal Acquisition Regulations (FAR) apply when noted:
Filing of Patent Applications--
Classified Subject Matter
When subcontract involves classified matters 52.227-10
Hazardous Material Identification and Material Safety Data When subcontract involves hazardous material 52.223-3
Patent Rights--Retention by the Contractor When the subcontract or purchase order involves experimental research and development work. 52.227-11,12
NOTE: 52.227-11 applies to small business and nonprofit organizations; 52.227-12 applies to others.
Representation of Limited Rights Data and Restricted Computer Software When subcontract includes technical data or software acquisition requirements (DOD only)** 52.227-15
Rights in Data--General Same as ** above. 52.227-14
Technical Data Declaration, Revision, and Withholding of Payment--Major Systems Same as ** above. 52.227-21
Required Sources for Jewel Bearings (Reserved) When subcontract or purchase order requires use of jewel bearings. 52.208-1
Security Requirements When subcontract involves access to classified information. 52.204-2
The University reserves all administrative, contractual, and legal remedies against the contractor or vendor who breaches any of the contract terms.