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Procurement Requirement Table 1

Commodities, Including Information Technology

Revised: effective July 1, 2002

Cost Oral Bids Written Bids Advertise Dept. PO Procurement Card Signature on Requisition Fund Availability Certification on Requisition Required Signatures on Purchase Order or Contract
0-=<$2,500 1 No No Yes Yes N/A N/A Budget Mgr. or Designee
>$2500<=$10,000 No 2 No No No Budget Mgr. Buyer Purchasing Agent & Budget Manager
>$10K=<$25K No 3 10 Days No No Budget Mgr. Director of Budget Purchasing Agent & Budget Manager
>$25K<=$50K No 3 10 Days No No Budget Mgr. Director of Budget Director of Contracts and Budget Manager
>$50K<=$100K No 3 20 Days No No Budget Mgr. Director of Budget VP for Business & Finance and Budget Manager
>$100,000 No 3 20 Days No No Budget Mgr. VP for Business & Finance VP for Business & Finance (after PRC approval) and Budget Manager
Note 1: All quotes for procurements >$10,000 must be advertised and requested through the purchasing office.
Note 2: Basis of award is low bid from responsive and responsible bidder.
Note 3: All sole source or single bid procurements over $10,000 must have purchase orders approved by the VP for Business & Finance or designee.
Note 4: With appropriate authorization, awards based on competitive solicitations conducted by other federal, state or county agencies may be made by the College providing the contract is open at the time the College intends to make the award (e.g., existing UMS or Maryland State contracts).
Note 5: All information technology procurements >$2,500 must have prior approval signed by the Vice President for Communications and New Initiatives or designee.
Note 5A: All information technology purchases which will affect the College's network must have prior approval signed by the Vice President for Communications and New Initiatives or designee.
Note 5B: All software procurements < $2500 must be reported to the Vice President for Communications and New Initiatives or designee.
Note 6: Procurements from agency fund accounts (e.g., SGA, Athletic Fundraiser, Lecture and Fine Arts), and procurements between SMCM and other public or private institutions, for the purpose of participating in cultural, entertainment or intercollegiate athletic activities are exempt from advertising and bidding.
Note 7: Advertising notices placed in newspapers, journals, radio orTV are exempt from bidding requirements.
Note 8: Procurements >$100,000 must be approved by the PRC and reported to the Finance, Investment and Audit Committee. Capital expenditures =>$200,000 require approval by the BPW.
Note 9: Alcohol is expressly forbidden to be purchased by the College except for the Senior Gala when it is paid by ticket.