Policy #: 6481:00
Subject: MCCS Purchasing Procedures
Section: Business Operations (6400-6499)
Effective: 7/1/90
The principal role of purchasing is to provide professional procurement expertise to the MCCS by acting as the primary contact between MCCS programs and the suppliers of goods and services. The purchasing function serves as a means of specifying the goods and services needs of the MCCS. Purchasing further works toward satisfying those needs in a timely manner with quality goods and services at the least cost possible.
Administrative Policy
The MCCS is an “instrumentality of the State of Maine” for which the highest standard of conduct in the commitment of public funds must be followed. Principles of fair and open competition must be adhered to when outside vendors seek MCCS business. Principles of competitive bidding must be followed to the greatest extent practicable in a manner which is free of any actual or apparent conflict of interest. It also is a matter of policy that MCCS programs must be effectively served in the timely procurement of quality goods and services at the least cost possible.
It is recognized that technical and professional expertise regarding required goods and services is available at each campus. In order to effectively utilize such campus resources, the purchasing process may be decentralized under the centralized umbrella of the System Office purchasing function. Such decentralized procurement must be coordinated through each campus business office within the scope of this administrative policy and the enclosed procedural guidelines.
Definitions
Open Market Purchase Order – A purchase order that may be executed at the local level without the necessity for competitive bidding. $0 to $999
Formal Purchasing Order – A purchase order that may be executed at the local level but requires some form of competitive bidding.$1,000 to $2,500
Competitive Bidding – A process for the procurement of needed goods and services in which vendors are afforded equal opportunity to compete for MCCS business in response to specific proposals.
Contract for Services – A legal contract for the procurement of the services of an independent contractor. Such services may include management consulting, legal research, auditing, computer software development, custodial services, rubbish/garbage disposal, etc..
Purchase Requisition – A form used to request the purchase of specific goods, commodities, materials, or services.
Sole Source – Circumstances in which a vendor selection is made on a non-competitive basis. Such selections are executed only on a very limited basis when the targeted business is the only qualified vendor.
Non-related Purchase – Narrowly defined categories of commodity or service purchases which may be executed without the use of purchase orders.
Ethical Practices – That body of personal conduct in which the procurement of goods and services is accomplished in a manner which is free of any actual or apparent conflict of interest.
Blanket Purchase Orders – Purchase orders used to acquire repetitive goods and services from the same vendor over periods of less than one year by means of a mutually agreed contractual arrangement with respect to terms and conditions. Last changed: Feb 25 2008 at 3:58 PM
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