| Cost |
Oral Bids |
Written Bids |
Advertise |
Dept.PO |
Procurement Card |
Signature on Requisition |
Funds Availability Certification on Requisition |
Required Signatures on Purchase Order or Contract |
| 0-=<$500 |
1 |
No |
No |
Yes |
Yes |
N/A |
N/A |
Budget Manager or Designee |
| >$500=<$2500 |
1 |
No |
No |
Yes |
Yes |
N/A |
N/A |
Budget Manager or Designee |
| >$2500-<=$10,000 |
No |
2 |
No |
No |
No |
Bdgt. Mgr. |
Buyer |
Purchasing Agent and Budget Manager |
| >$10K =<$25K |
No |
3 |
10 days |
No |
No |
Bdgt. Mgr. |
Dir. of Budget |
Purchasing Agent and Budget Manager |
| >$25K<=$50K |
No |
3 |
20 days |
No |
No |
Bdgt. Mgr. |
Dir. of Budget |
Director of Contracts and Budget Manager |
| >$50K-<=$100K |
No |
3 |
20 Days |
No |
No |
Bdgt.Mgr |
Dir. of Budget |
VP for Business & Finance and Budget Manager |
| >$100,000 |
No |
3 |
20 Days |
No |
No |
Bdgt. 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. For procurements processed as Request for Proposals (RFP), the basis of award to be either 50% technical/50% price or 60% technical and 40% price. |
| Note 3: All sole-source or single bid procurements over $10,000 must be 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 that will affect the College's network must have prior approval signed by the Vice President for Communications and New Initiatives or designee prior to purchase. |
| Note 5B: All software purchases <$2500 must be reported to the Vice President for Communications and New Initiatives or designee before purchase. |
| 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. |
