Purchasing Policies and Procedures
Procure-to-Pay Process
Effective Date: July 1, 2009
Board Approval: June 9, 2009
Board Amended: September 2, 2020
1. Purpose
The procure-to-pay process exists to assist and support the College in obtaining materials, supplies, equipment, and services as quickly and efficiently as possible, while assuring compliance with all applicable laws and regulations, including the Utah Procurement Code and Rules. This process also provides invoicing and payment processing services and aims to coordinate rapid, accurate delivery of purchased goods and services.
2. References
2.1. Title 63G, Chapter 6a of the Utah Procurement Code
3. Policy
3.1. General Compliance
It is the policy of the College to purchase supplies, materials, services, equipment, or construction to support the proper operation of the institution. The College shall comply with Title 63G, Chapter 6a of the Utah Procurement Code.
3.2. Authority to Purchase
All commitments to purchase or contract for the purchase of goods or services may only be made pursuant to documented approvals required by this policy. No purchase may be subdivided to avoid the requirements of this policy.
Purchase Amount | Management | Vice President of Finance & Operations | President |
$0 through $2,499.99 | ✅ | ||
$2,500.00 through $4,999.99 | ✅ | ✅ | |
$5,000 and above | ✅ | ✅ | ✅ |
3.3. Procurement Process
3.3.1. Small Purchases less than $1,000
For purchases of less than $1,000, the department may select the best vendor without obtaining competitive quotes.
3.3.2. Small Purchases greater than $1,000 but less than $50,000
For individual item purchases in this range, the department shall obtain a minimum of two written quotes.
If the goods or services are available on a state purchasing contract, no quotes are necessary (unless the state contract requires it).
These quotes may be a formal written quote or a published price.
If the goods or services are available only from a sole source, that must be properly documented.
3.3.4. Purchases greater than $50,000
For Procurement costing over $50,000 in total, the department shall conduct an invitation for bids, request for proposal, or other procurement process outlined in the Utah Procurement Code.
If the goods or services are available on a State contract, the State contract satisfies this requirement.
3.3.4. Vendor Selection Factors (in addition to price)
The following factors shall be considered when selecting the vendor:
a) The ability, capacity, and skill of the bidder to perform the contract or provide the service required.
b) The ability to perform the contract or provide the service or goods promptly, or within the time specified, without delay or interference.
c) The character, integrity, reputation, judgment, experience, and efficiency of the bidder.
d) The quality of performance of previous contracts of services.
e) Previous and existing compliance by the bidder with the laws and regulations relating to the contractor's service and applicable civil rights laws.
f) The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service.
g) The quality, availability, and adaptability of the supplies or contractual services to the particular use required.
h) The ability of the bidder to provide future maintenance and service for the use of the subject of the contract.
i) Other factors deemed in the best interests of the College.