Administrative Policies
University Policy Number 2106
Subject: Purchase of Goods and Services
Responsible Parties: Purchasing
Procedures: http://fiscal.gmu.edu/Procedures/PurchasingManual.pdf
Related University Policies: Travel Policy (http://www.gmu.edu/facstaff/policy/newpolicy/2101adm.html)
Food & Beverages Expenditures
(http://www.gmu.edu/facstaff/policy/newpolicy/2102adm.html)
I. SCOPE
This policy applies to all George Mason University faculty, staff, and students
including all University locations, owned and leased.
II. POLICY STATEMENT
As an Agency of the Commonwealth of Virginia, George Mason University has
a public obligation to perform its procurement in accordance with the intent
of the laws of the Commonwealth. The intent of the Virginia General Assembly
is set forth in the Virginia Public Procurement Act, (Code of Virginia,
Section 2-2.4300). Elements of intent include: that Agencies obtain high
quality goods and services at a reasonable cost; that competition be sought
to the maximum extent possible; that all qualified vendors have access to
public business; and that procurement procedures be conducted in a fair
and impartial manner. It is further the intent of the Virginia General Assembly
that the provisions of the Virginia Public Procurement Act apply in all
cases where there is to be a contract between a governmental body and a
nongovernmental body, regardless of the source of funds by which the contract
is to be paid or in the absence of any monetary consideration flowing to
either party.
The Board of Visitors of George Mason University has set forth by Resolution,
dated March 21, 1989, specific guidance regarding all contractual agreements
entered into by any Official of the University. Specific signature authority
is vested in the President and the Senior Vice President. Further delegation
of this authority to contractually obligate the University must be provided
in writing.
It is the policy of the University to contribute to the establishment, preservation
and strengthening of small businesses and businesses owned by women and
minorities and to encourage their participation in procurement activities.
The University encourages contractors to provide for the participation of
small businesses and businesses owned by women and minorities through partnership,
joint ventures, subcontracts, or other contractual opportunities.
III. RESPONSIBILITIES
A. Purchasing Goods and Services
Goods and services that cost less than $2,000 may be purchased by individuals
with account responsibility and their designees. Mandatory contracts for
purchasing all writing instruments, furniture, janitorial supplies, and
rubber gloves must be honored. Pre-approval requirements must be met for
travel expenditures (http://www.gmu.edu/facstaff/policy/newpolicy/2101adm.html),
food and beverages expenditures (http://www.gmu.edu/facstaff/policy/newpolicy/2102adm.html),
temporary employment services, cellular telephones, copying, and printing.
The Purchasing Department is responsible for purchasing and leasing all
goods and services for the University that cost $2,000 or more, except:
1) those associated with the Capital Outlay process and 2) real estate rentals
and leases. Capital Outlay procurement is the responsibility of Facilities
Planning (construction/architectural). The Associate Vice President for
Legal Affairs has the sole responsibility to negotiate real estate rentals
and leases and any changes to existing rentals and leases.
B. Contract Administration
A Contract Administrator will be designated to monitor and support contracts
for delivery of goods and services which occur over an extended time period.
The contract administration process delegates authority which allows for
direct communications between the representative of the University receiving
the goods/services and the vendor, with the aim of facilitating and verifying
desired performance standards. Active contract administration and written,
annual evaluation of vendor performance are the cornerstones of effective
outsourcing. Contract Administrators are restricted from making any commitment
or conducting any negotiations which change the scope of the contract or
may result in modified financial expenditure. Members of the Purchasing
Department are available to consult with Contract Administrators on any
matter, and must become involved to issue written change orders and renewals,
and to formally address performance shortcomings, non-renewals and contract
terminations.
IV. COMPLIANCE
Failure to comply with this policy may result in revocation of
delegated purchasing authority by the Director of Purchasing.
All persons engaged in purchasing activity equal to and greater than $2,000 will have a letter providing specific levels of authority. In the absence of such written authorization, University faculty, staff, and students are not permitted to sign contracts or make obligations on behalf of the University to a private vendor. Such actions taken without proper authority will be considered taken at personal financial risk.
V. EFFECTIVE DATE AND APPROVAL
The policies herein are effective July 1, 1999. This Administrative Policy
shall be reviewed and revised, if necessary, annually to become effective
at the beginning of the University’s fiscal year, unless otherwise
noted.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: May 20, 2004