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.
Authority
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.
Competitive Bids or Quotations
Statutory Requirements: The thresholds for contracts which must be competitively bid, which are governed by applicable sections of the Connecticut General Statutes, are as follows:

  • Purchases estimated at $10,000.00 or less: Competitive bidding is not required for purchases with an anticipated value (including shipping and handling) of $10,000.00 or less.


  • Purchases estimated at greater than $10,000.00 but less than $50,000.01: All purchases estimated at greater than $10,000.00 but less than $50,000.01 must be made in the open market and shall, when possible, be based on at least three competitive quotations. Competitive quotations may include quotations submitted within a safe and secure electronic environment.


  • Purchases estimated at $50,000.01 or greater: Such purchases must be based, when possible, on competitive bids or proposals. The chief executive officer, or his/her designee, shall solicit competitive bids or proposals by sending notice to prospective suppliers and posting notice on a public bulletin board in his office. The notice must contain a notice of state contract requirements pursuant to section 4a-60 of the General Statutes. Requests for competitive bids or proposals must be posted on the DAS Purchasing Portal at least five (5) calendar days before the final date for submission of bids or proposals. The issuance of addenda may postpone the dates for submission and/or opening of bids or proposals.

  • Substantive addenda to any request for competitive bids or proposals must be issued at least five (5) calendar days prior to the date set for the submission of bids or proposals. Addenda which merely extend the date set for the submission of bids or proposals must be issued at least three (3) calendar days prior to that extended submission date.

    Each bid or proposal shall be kept sealed until opened publicly at the time stated in the notice soliciting such bid or proposal. Sealed bids or proposals shall include bids or proposals sealed within an envelope or maintained within a safe and secure electronic environment until such time as they are publicly opened.

    Note: Vendors debarred by the State of Connecticut may neither be solicited nor considered for award.
    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.