300.00 Purchasing Authority
- Table of Contents
- 300.00 Purchasing Authority
310.00 Delegated Purchasing Authority
320.00 Sub parts to the Delegated Purchasing Authority- 320.10 Non-Exclusive Statewide Term Contracts
- 320.20 Food
- 320.30 Bus Transportation
- 320.40 Animals
- 330.00 EXCLUSIONS to Delegated Purchasing Authority
- 330.10 Controlled Items
- 330.20 Surplus Property
340.00 EXCEPTIONS to Delegated Purchasing Authority
300.00 PURCHASING AUTHORITY
MSU-Bozeman Procurement & Contract Services: The State Department of Administration, State Financial Services Division, State Procurement Bureau (SPB), and the Montana University System [MUS] have entered into a "Procurement Delegation Agreement". MUS has delegated to the MSU Procurement & Contract Services the authority to procure all non-controlled supplies or services with a "Total Contract Value" (TCV) of $500,000 or less for Montana State University. This is applicable to all contracts, including payment contracts, revenue generating contracts, and no-cost contracts.
Procurement & Contract Services is responsible for purchasing supplies and services with a total contract value over $25,000 and up to $500,000 on behalf the University. This is designed to relieve the faculty, research personnel and departmental staff of certain duties and responsibilities connected with the procurement process. "Procurement" is defined as "acquisition with or without cost, buying, purchasing, renting, leasing, or otherwise acquiring any supplies or services. This term includes all functions that pertain to obtaining supplies or services, including description of requirements, selection and solicitation of sources, preparation and award of contract, and all phases of contract administration."
The Concept of "Total Contract Value" | |
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310.00 Delegated Purchasing Authority
MSU-Bozeman Departments and Affiliated Campuses:
Procurement & Contract Services is authorized to further delegate purchasing authority.
However, the Director of Procurement & Contract Services at MSU-Bozeman reserves the
right to reduce, suspend or revoke delegated purchasing authority for failure to adhere
to purchasing policies and regulations established herein. For purchases with a Total
Contract Value up to $25,000, the purchasing function is de-centralized to provide
Departments and Affiliated Campuses, flexibility and efficiency in administration
and management. Please note the EXCEPTIONS to this delegation, as reflected below.
MSU-Bozeman Departments, Great Falls College MSU, and MSU-Northern: Purchasing authority for supplies and services with a total contract value up to $25,000
is hereby delegated.
MSU-Billings, MSU-Bozeman Auxiliary Services, MSU-University Facilities Management,
and MSU University Information Technology: Purchasing authority for supplies and services with a total contract value up to
$150,000 is hereby delegated. This delegation authority is specifically limited to
the personnel identified below:
MSU-Billings: Jill Brown, or her replacement upon approval of MSU Procurement & Contract
Services
MSU-Bozeman Auxiliary Services; Jessika Thomas or her replacement upon approval of
MSU Procurement & Contract Services
MSU-University Facilities Management; Tod Davis or his replacement upon approval of
MSU Procurement & Contract Services
MSU-University Information Technology; Ashley Ward or her replacement upon approval
of MSU Procurement & Contract Services
320.10 Statewide Term Contracts
The SPB establishes Term Contracts for supplies and services that are commonly procured by State Agencies. These Term Contracts are based on competitive procedures and are negotiated by the SPB to provide the best prices available to State Agencies based on economic order quantities. The list of current State Term Contracts is found here.
MSU-Bozeman departments and affiliated campuses, herein referred to as "Departments,"
are authorized to purchase supplies and services from "Non-Exclusive" Statewide Term
Contracts, regardless of total contract value. However, the department must submit
a Purchase Requisition (PD-1) form for purchase with a TCV in excess of $25,000. If
a department chooses NOT to purchase supplies and services available from these Term Contracts, the department
must follow the purchasing processes required by this policy and must comply with
their delegated purchasing authority.
If you know of any items or services that are not currently on a State Term Contract but would be a good candidate; or if any current State Term Contract should be modified or discontinued, please contact Procurement & Contract Services.
320.20 Specific Delegatd Authority
Procurement & Contract Services is delegated unlimited authority for procurement of the items contained in Appendix A. Procurement & Contract Services may further delegate this authority to appropriate departments on an item by item basis.
320.30 Bus Transportation
The Agency is authorized to purchase the necessary bus transportation services, regardless
of dollar amount, following the requirements of Title 18, MCA, and Title 2, Chapter
5, ARM. Procurement & Contract Services has further delegated this authority to Departments.
320.40: Animals
The Agency is authorized to purchase animals, regardless of dollar amount, following
the requirements of Title 18, MCA, and Title 2, Chapter 5, ARM. Procurement & Contract
Services has further delegated this authority to Departments, within their specific
delegation limits.
330.0 EXCLUSIONS TO THE DELEGATED PURCHASING AUTHORITY:
Departments ARE NOT authorized to purchase controlled items, regardless of dollar value, except as specifically authorized herein.
"Controlled items" includes supplies or services identified below:
- Requisition Time Schedule items (new vehicles)
- "Exclusive" Statewide Term Contract issued by the SPB
(A) Statewide Term Contracts
Departments are authorized to purchase supplies and services identified on Statewide Term Contracts, regardless of dollar value, except as noted below. However, the department must submit a Purchase Requisition (PD-1) form for purchase with a TCV in excess of $25,000. The Montana SPB (SPB) established these contracts using competitive procedures. Procurement & Contract Services web site contains a direct link to the State Term Contracts.
(B) Montana eMarket Center (eMACS). Montana eMarket Center (eMACS). Departments are strongly encouraged to purchase office supplies, through the Montana eMarket Center. See eMACS Resources for instructions.
(C) New and Used Vehicles. Departments may not purchase new vehicles regardless of dollar value. All purchases of new vehicles must be arranged through MSU Procurement & Contract Services who will coordinate the purchase with SPB. Departments may purchase used cars but must coordinate with MSU Procurement & Contract Services before purchasing the vehicle.
330.20 Cooperative Purchasing Agreements
The SPB is responsible for making decisions to participate in cooperative purchasing
agreements. Procurement Services is required to contact the SPB prior to any participation
in a cooperative purchasing agreement (MCA, Title 18, chapter 4, 402). Departments
may not enter in Cooperative Purchasing Agreements without prior approval of Procurement
& Contract Services.
340.00 Exceptions to Delegated Purchasing Authority and Competitive Procedures:
Per ARM 2.5.301, 2.5.604(6), & 2.5.607, delegated purchasing authority and competitive procedures are not necessary for the items listed in Appendix AC). A purchase of exempt items in Appendix AC that exceeds $25,000 requires the submission of the PD-1 form to Procurement & Contract Services, unless a Procurement & Contract Services exemption has been obtained.
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Delegated authority and competitive procedures are not required for purchases of supplies or services from Sheltered Workshops. However, prevailing wages are applicable to supplies or services obtained from Sheltered Workshops. Please refer to: https://emacs.mt.gov/ShelteredWorkshops
A list of supplies and services from the Sheltered Workshops program is available at: https://emacs.mt.gov/ShelteredWorkshops
Delegated authority and competitive procedures are not required for interagency agreements, unless otherwise prohibited by law.