Ohio Administrative Code › Title 3364 - University of Toledo › Chapter 3364-40 - Fees and Reimbursements › Section 3364-40-15 - Procurement policy

Current through all regulations passed and filed through July 1, 2024
(A) Policy statement
The university has established this policy to guide employees
				in the procurement of goods, services, construction and capital equipment. This
				policy adheres to the procurement guidelines of the Revised Code, the
				Administrative Code, Ohio ethics law and the board of trustee resolution for
				competitive procurement authority and approval (as may be amended); as well as
				requirements of federal acquisition regulations "FAR" and office of management
				and budget "OMB" for uniform administrative requirements, cost principles and
				audit requirements (uniform guidance) 2 C.F.R. Part 200 for grants, contracts
				and sponsored programs.
(B)
			 Purpose of policy
The purpose of this policy is to ensure that university
				employees conduct procurement related activities in a fair and open manner,
				free from collusion and apparent conflicts of interest. As a state of Ohio
				public institution, the university is held to a high degree of public
				accountability and each procurement decision must be made in a reasonable and
				responsible manner, consistent with the university's mission, applicable laws
				and ethical practices.
(C)
			 Authorization to utilize funds
Prior to procurement activity (inclusive of all procurement
				tools utilized such as procurement card "p-card" and requisitions), employee
				must obtain authorization to procure goods, services or capital equipment. Such
				authorization is obtained from the employee having fiscal budgetary
				responsibility for each department (subject to approved dollar thresholds) or
				in the case of grants, contracts or outside sponsored funds, by the principal
				investigator "PI" or project director.
Approvals can be obtained in writing when university indexes
				are created for procurement purposes; placed directly on documentation when
				hard copy forms are completed; implemented as part of initial workflow creation
				for electronic procurement or as part of university issued procurement card
				application process.
Regardless of procurement method utilized, employee is
				responsible to ensure that authorization has been obtained; that funding
				(single or split) is available and if utilizing grant, contract or outside
				sponsored funds, that purchase is allowable as per the sponsoring agency. All
				such authorizations must be obtained prior to the commitment of funds for the
				purchase.
(D) Roles and
			 responsibilities
Regardless of funding source, all employees authorized to
				conduct purchasing activities must adhere to the procedures as defined in the
				university's procurement manual. (
www.utoledo.edu/depts/supplychain
).
This manual outlines procedures to be utilized for all funding
				sources including university funds; state appropriated funds; outside sponsored
				funds and UT foundation funds. It also addresses in detail procurement activity
				requirements related to the purchase process for goods, services and capital
				equipment that fall below university's competitive bid limit; those that exceed
				the university bid limit, as well as exceptions to these requirements.
Employees are hereby advised that when procurement activity
				involves utilization of federal or outside sponsored funds, the most
				restrictive of either the university or the individual grant, contract or
				sponsor guidelines, policies, or procedures will be utilized.
(E) Mandated use of university preferred
			 suppliers and agreements
The university has competitively selected, formally negotiated
				or has access to preferred supplier agreements for numerous goods, services,
				construction and capital equipment purchases. In utilization of these preferred
				suppliers, the university negotiates benefits which include favorable terms and
				conditions; guaranteed performance levels, no-hassle return policies, free or
				reduced freight costs, volume incentives, liability and insurance protection,
				as well as discounted pricing. Refer to
www.utoledo.edu/depts/supplychain
for a list of these preferred suppliers.
Utilization of these preferred suppliers is mandatory. As such,
				employees having procurement related responsibilities should direct relevant
				purchases to these preferred suppliers. To opt out from using a preferred
				vendor for a purchase, approval must be obtained from the senior director,
				supply chain management. For spend categories not represented by a preferred
				supplier, follow the established guidelines in the procurement manual for
				competitive selection of vendor.
(F) Procurement tools and systems
The university utilizes various procurement tools and finance
				systems to procure goods, services, construction and capital equipment. Usage
				of the procurement tool or finance system is dependent upon funding source,
				dollar amount, supplier capability and outside sponsor requirements.
				Procurement tools for purchases include:
(1) University issued p-card.
(2) Purchase order.
Refer to procurement manual and/or p-card manual for specific
				information and instructions for use.