Purchasing Procedures

Purchasing Procedures

This document provides procedures to implement the provisions of Connecticut General Statute 10a-151b regarding the purchase of all commodities, equipment, contractural services and lease/rental agreements.
The President of Eastern Connecticut State University, or their respective designees shall have the authority to purchase goods and services or lease personal property in accordance with policies adopted by the Board of Trustees for the Connecticut State University System. (BR#96-28)

Where the Department of Administrative Services or the Connecticut Colleges Purchasing Group has executed a contract for the purchase of such goods and services, purchases may be made from contract vendors in accordance with terms and conditions of contracts, provided that the use of the State or consortium contract is in the best interest of the University.

  • Requirements estimated at $10,000 or less:

Competitive bidding is not required for an individual purchase with an anticipated value (including shipping and handling) of $10,000 or less. The Purchasing Department retains the right to seek competitive pricing or procurements valued at $10,000 or less.

  • Requirements estimated to exceed $10,000 but less than or equal to $50,000:

These procurements must be competitively bid via a sealed bidding process. Selection of award is based whenever possible upon at least three (3) competitive proposals. Bids must be processed and solicited by the Purchasing Department with notices sent via fax, e-mail, and by posting on the DAS Purchasing Portal or other appropriate means. Sealed bids must be forwarded to the Purchasing Department, with each bid or proposal kept sealed until the published opening date and time as stated in the bid solicitation. Responses that are faxed, e-mailed or received beyond the deadline will not be considered for award. Vendors and requesting departments are encouraged to attend the bid openings. The Purchasing Department retains final approval of the bid list.
Emergency Purchases
Should an emergency exist "by reason of extraordinary conditions or against or because of unusual trade or market conditions..." (C.G.S. 10a-151b) the University may, if it is in the best interest of the University, make purchases without competitive bidding or competitive negotiation. Emergency purchases may preclude the use of existing contracts if the contract vendor cannot meet the emergency delivery requirements.

The determination of whether an emergency exists is made by each University's purchasing official on a case by case basis. The signature of the purchasing officials on the purchase requisition followed by the word "emergency" will constitute approval of an emergency purchase.

A written statement documenting the nature of all emergency purchases shall be attached to the agency's file copy of the purchase order at the time it is placed.

A statement of all emergency purchases of a dollar value exceeding $10,000 are subject to reporting procedures required in the President's Annual Report.