440.000 - Purchasing

The College shall provide various goods and services for the purpose of conducting official activities of the College. The Board shall delegate to the president or designee responsibility for developing and implementing procedures in compliance with state and federal regulations.

440.001 GOODS AND SERVICES

There are several approved ways in which an employee of the College may purchase goods or services.  The employee is responsible for compliance with the established purchasing rules, regulations, and internal procedures. The College will not assume responsibility for any obligation incurred that is not processed according to state and College procedures/regulations. For more specific information, contact Purchasing Services.

440.005 PURCHASE ORDERS

Except for petty cash, credit card, and College Bookstore purchases, no purchases may be made, orders placed, or requests made for goods "on approval" until a Purchase Order is issued.

With the exception of emergency repair orders (see 440.015), Purchase Orders are issued only after Purchasing Services receives a completed and approved Purchase Request. The Purchase Request tells Purchasing Services what is needed. To complete a Purchase Request:

  1. Provide a complete description, including brand and part or catalog number if known. If description is inadequate, the Purchase Request may be returned for more detailed information.

  2. Indicate an estimated price, including the name of the vendor’s representative who provided the quote if a quote has been received.

  3. List, if known, one or more vendor sources.

  4. Clearly indicate if the request is for goods "For Preview."

  5. If only one brand is acceptable, indicate "No Substitute;" if item is available from only one vendor, indicate "Sole Source" and attach a No Substitute/Sole Source form.

Purchase Requests can be prepared in one of two ways:

  1. Areas that have been set up, per their request, with the Purchasing Services software, “Reality,” may generate a requisition through that program.

  2. Areas that do not have “Reality” software should complete a Purchase Request form. After completing the form, retain the fourth copy (goldenrod) for the departmental file.

Upon completion, the Purchase Request should be forwarded for the necessary signatures. The signatures on the Purchase Request indicate only budgetary approval of the request. Purchasing Services ensures that the purchase is in compliance with state and College regulations. Some items and services are available on state contracts or from State Central Stores. Purchasing Services seeks the best combination of price, delivery, quality, service, and compliance with OMWBE regulations. Orders will be processed in the order in which they are received by Purchasing Services. Standard processing timeline is one week on routine orders (those not requiring bid, quote, or other special handling.)

If it is necessary to increase a Purchase Order amount after it has been issued, process a written authorization signed by the department chair/supervisor, and the dean or vice president. Purchasing Services will make a determination of how to best handle the increase. If it is necessary to request a change in item description, delete an item, or return an item to the vendor, inform Purchasing Services first so that notification to those involved in the process may occur.

440.007 PETTY CASH

Purchase of supply items of $100.00 or less per day may, if necessary, be accomplished directly by use of personal, non-College cash.

Petty cash purchases must be itemized on a Purchase Request by the requester and authorized by signatures of the responsible division chair, dean or vice president, and Purchasing Services. A signature by the director of information technology services is also required for computer software/hardware items.

The individual making the purchase will be reimbursed by the cashier upon presentation of the authorized Purchase Request and the original vendor sales slip.

If hazardous materials are purchased using petty cash, the responsible person must request an MSDS if one is not on file. A copy of the MSDS, referencing petty cash, department, and purchaser, must be sent to the environmental health/hazardous materials manager.

440.009 BOOKSTORE PURCHASES

Departmental purchases from the Bookstore require a completed Bookstore Department Charge
form (call Ext. 2149 for forms) at the time of the purchase. The form must be completed and the person
receiving the item(s) must present their identification to the store employee assisting with the transaction prior to completing the purchase. Departments are granted a ten percent discount on purchases, except for computer items, soft goods, textbooks, and already discounted items.

440.011 CREDIT CARD PURCHASES

Purchasing Services has three types of credit cards available for use by College personnel. Each type of card serves a different function, and issuance/usage differs to comply with state and College regulations. All credit cards remain the property of the College and must be returned upon request or at the time of separation from the College. Purchasing Services and Human Resources coordinate efforts to assure the  return of credit cards assigned to individuals prior to releasing the final paycheck. The loss of any card must be reported immediately to Purchasing Services in writing.

The three cards and procedures are:

1. Visa Cards are available to divisions/departments for "will call" purchases of small equipment and supplies for College use from local vendors. Each card has a limit of $330.00 per month. The cards are issued to the College. The procedures for obtaining the card and card usage are:

a. Divisions/departments may obtain a card by submitting a written request to Purchasing Services with the signatures of the area supervisor and applicable vice president.

b. Divisions/departments using the credit card must comply with the following internal control practices:

(1) The purchase of items with the card must not conflict with state and College procedures.

(2) A signed sales receipt that indicates the purchaser and the correct budget number (including correct coding of supplies vs. equipment) must be forwarded to Accounts Payable immediately following the purchase.

(3) Computer hardware and software may not be purchased in this manner.

(4) Personal items may not be purchased in this manner

(5) Equipment items over $299.00 (including tax) may not be purchased in this manner.

(6) If hazardous materials are purchased using the credit card, the responsible person must request an MSDS if one is not on file.  A copy of the MSDS, referencing credit card purchase, department, and purchaser, must be sent to the environmental health/hazardous materials manager.

2. Gasoline Credit Cards are available to divisions/departments for the purchase of gasoline while traveling in College-owned or rental vehicles. The card is issued by the travel coordinator. Specific rules and regulations may be obtained from Purchasing Services.

3. Corporate Travel Cards are available to individual employees who travel frequently on College business.  The card is for per diem/miscellaneous allowable travel expense while in travel status. The card must be returned to Purchasing Services and all bills paid prior to the employee's separation of service from the College. Specific rules and regulations may be obtained from Purchasing Services.

440.013 ROUTINE REPAIRS

Purchasing Services will issue a Purchase Order to the vendor after receipt of a completed Purchase
Request. If a vendor does not make repair calls, the requesting department may take the item to the vendor after obtaining the vendor copy of the Purchase Order from Purchasing Services.

440.015 EMERGENCY REPAIRS

Purchasing Services or the requesting department will call emergency repair orders to vendors after the requester has first called Purchasing Services with the following information:

  1. Suggested vendor(s).
  2. Item description, including brand/model number/serial number/state inventory number.
  3. Problem(s) with the item.
  4. Approximate anticipated cost.
  5. Purchase Request number.

After the phone contact, a completed Purchase Request with the above information must be submitted
immediately through the signature process. Refer to "Clark College Purchasing Handbook" for further
information.

440.017 BLANKET PURCHASE ORDERS

If it is necessary to patronize a particular vendor for supplies (not equipment) on a repetitive basis, a blanket Purchase Order may be requested. The requesting department is responsible for charting each purchase so that neither the total amount (check current maximum amount with Purchasing Services) nor the indicated expiration date are over-extended. Any department/division habitually violating these terms will lose the privilege of using a blanket Purchase Order. If hazardous materials are purchased using a blanket Purchase Order, the person calling the order to the vendor and/or picking up the item must request an MSDS if one is not on file. A copy of the MSDS, referencing the Purchase Order number, must be sent to the environmental health/hazardous materials manager.

Indicate the following on the Purchase Request:

  1. Name of purchaser.
  2. Kinds of goods or services to be purchased.
  3. Purchase Order expiration date (no later than June 15).
  4. Maximum dollar amount including applicable taxes. (Taxes are paid to the state whether or not a vendor includes them on the invoice.)

440.018 PRE-PAID PHONE CARDS

The expenditure of College funds for the purpose of purchasing pre-paid phone cards is not allowed. Since the pre-paid phone card concept provides no accountability for calling activity or proper restrictions on access to the usage of these cards, pre-paid phone cards are not considered an acceptable means of making toll calls for College business purposes.

440.019 WILL CALL ORDERS

If a vendor does not deliver and the department wishes to pick up the item(s) ordered, indicate "will call" on the Purchase Request. When the vendor copy of the Purchase Order is prepared, Purchasing Services sends the vendor copy to the department. The requesting department may take the Purchase Order vendor copy to the vendor and receive the item(s). All paperwork issued to the employee by the vendor must be returned to Central Services upon completion of the "will call" purchase.

If hazardous materials are purchased, the person receiving the item must request an MSDS if one is not on file. A copy of the MSDS, referencing the Purchase Order number, must be sent to the environmental health/hazardous materials manager.

If an inventoriable item is processed on a "will call" Purchase Order, the item must be taken to Central Services to be inventoried prior to being taken to its final campus location.

440.025 BID AND QUOTE LIMITS

Bid and quote limits vary according to the type of item(s) being purchased. When applicable, Purchasing Services will combine Purchase Requests for like items.

440.030 PERSONAL SERVICES CONTRACTS

A Personal Service Contract is used in performing a specific study, project, or task that requires
professional or technical expertise. It is not used for routine, continuing, and necessary services. The independent contractor (consultant) may be an individual, joint-venture, partnership, or corporation; an
employee/employer relationship does not exist; the College does not direct and control the method and means of accomplishing the service or work; and the work is based on a specific written agreement with compensation paid only after completion of a specific act or service within a specific time frame.

Prior to entering personal service contract negotiations, contact Purchasing Services for regulations on the correct process for the type of contract being considered. A competitive process may be necessary prior to the selection of the contractor (consultant). Thirty days prior to the established contract start date, the requesting department must submit a completed Personal Services Contract to Purchasing Services.

Purchasing Services files all new, amended, or renewed contracts with the Office of Financial Management as deemed necessary by law ten days prior to the contract start date.

Payments will be made to the consultant upon the completion of the project (or as stipulated in the contract).  For more detailed information and the necessary forms, contact Purchasing Services.

440.035 COLLEGE SUPPLY

A College Supply ordering system is provided by Bookstore operations. College staff may order items via e-mail with form attachment available on the College Intranet or by faxing the form to 992-2862. Staff is provided with a catalog of items as requested. The discounts vary according to the item ordered. The Bookstore attempts to stock certain items in limited quantities. Those items are invoice vouchers, state SCAN directories, class record books, teacher plan books, and state designed wall calendars. Departmental orders for items not contained within the current vendor catalog may be referred to Bookstore buyers by the College
Supply coordinator. The buyers act as a back-up to assist in locating items via their various vendor sources.

For procedures regarding food items, see Administrative Procedure 410.035 SERVICE OF COFFEE/ LIGHT REFRESHMENTS, #11.

440.040 SURPLUS PROPERTY/PROPERTY DISPOSAL

When equipment or property is no longer of value to a department, the department decides whether the property has some trade-in value. If it does, the department may use the property as a trade-in on new property. If it does not, the equipment may be made available to other Clark College departments, transferred or sold to another state or municipal agency, sold at auction, sold to the general public (after open advertisement), scrapped, recycled, or disposed of as trash. If other departments are unable to use the property, then it will be declared surplus.

1. Trade-in

The department may decide to use the property as trade-in value on the purchase of new equipment or property.

a. A requestor completes a Purchase Request form for the new equipment with all the necessary information, including the description and state inventory number of the trade-in plus any vendor quotes regarding trade-in value.

b. The Purchase Request and trade-in must be approved by the appropriate division chair or director and by the dean or vice president.  In the case of information technology equipment, the director of information technology services must also approve the request and trade-in.

c. Purchasing Services ensures that the purchases and trade-ins are in compliance with state and College regulations. Purchasing Services also completes a Property Disposal Request form with the name and address of the vendor, the trade-in description, value realized, and state inventory number as well as the description of the new property and Purchase Order number.

d. When the trade-in property is removed, a witness signs and dates the form verifying its removal and sends the form to Purchasing Services.  A copy of the Property Disposal Request is sent to Accounting Services and the original is attached to the appropriate Purchase Order in Purchasing Services and filed.

e. Accounting Services removes the property from the College inventory list and files their copy of the Property Disposal Request.

2. Sale of Surplus Property

Surplus property may be transferred or sold for a reasonable cost to other state agencies, auctioneers, the general public (after open advertisement), General Administration, or scrap dealers, in that order.

a. The requestor completes a Surplus Property form and a Property Redistribution tag, available from Purchasing Services.  The requestor attaches the tag to the property and forwards the Surplus Property form to the appropriate division chair/director.

b. The division chair/director signs the form and forwards it to the appropriate vice president.

c. The vice president signs the form and, if the property is computer equipment, forwards the form to the director of information technology services. If the property is not computer-related, the form is forwarded to Facilities Services.

d. Information Technology Services determines the means of disposal of all computer-related property. The director of information technology services signs the form and forwards it to Facilities Services. Facilities Services moves the computer-related equipment per Information Technology Services’ instructions.

e. Facilities Services determines whether or not property is to be moved to the surplus storage area prior to removal from campus. After receiving input from the department, Facilities Services determines the means of property disposal. Facilities Services signs and dates the form and forwards it to Purchasing Services.

f. Purchasing Services makes arrangements for the sale of surplus property. This may include openly advertising a sale to the general public or notifying an auctioneer of surplus property pick-up requirements.  Purchasing Services may also coordinate assistance from Facilities Services for the removal of surplus property under 1500 pounds. Special arrangements will be made to pick up surplus property weighing over 1500 pounds.

g. After the surplus property has been removed from campus, Purchasing Services provides Accounting Services with the Surplus Property forms.

h. Accounting Services removes the items from the College’s inventory list and files the Surplus Property forms.

i. Monies realized from the sale of surplus property, less the vendor’s handling fee (if applicable), totaling $500 or more per item are deposited into the account from which the property was purchased. However, in situations where the net amount realized from the sale of surplus property is less than $500 per item, or the property is combined and sold, the director of business services will determine in which account the monies will be deposited. If the account the property was purchased from cannot be identified or no longer exists, the director of business services will determine in which account the monies will be deposited.

3. Curbside Recycle

Property that cannot be efficiently sold but can be used by the public will be disposed of at the designated Facilities Services curbside recycle area.

a. A Surplus Property form is completed for these items. The forms are forwarded for the required signatures and sent to Facilities Services.

b. Facilities Services moves the property to the curbside recycle area and indicates the location on the Surplus Property form. The form is signed, dated, and forwarded to Purchasing Services.

c. Purchasing Services verifies that the property is removed from the campus, signs and dates the form, and forwards the form to Accounting Services.

d. Accounting Services removes the items from the Clark College inventory list and files the Surplus Property forms.

4. Trash Disposal

If the property cannot be disposed of efficiently in the above steps, it will be placed in the trash.

a. A Surplus Property form is completed for the property and forwarded for approval.

b. Facilities Services moves the property to the trash and indicates the location on the Surplus Property form. Facilities Services dates and signs the Surplus Property form and sends it to Purchasing Services.

c. Purchasing Services ensures the property has been removed from the campus then dates and signs the form and forwards it to Accounting Services.

d. Accounting Services deletes the items from the Clark College inventory list and files the Surplus Property forms.

440.045 SERVICE/MAINTENANCE CONTRACTS

The purchase of any service or maintenance contract must be coordinated through Purchasing Services.                 

440.055 USE TAX

Occasionally departments purchase items that are subject to Washington State sales or use tax provisions, but for which no tax has been added to the purchase price by the vendor. This happens most frequently with out-of-state vendors. In instances where sales or use tax is applicable on College purchase transactions, Accounting Services and Purchasing Services will coordinate to monitor and ensure that the appropriate tax is applied.

440.060 MEMBERSHIPS

Memberships in professional organizations and associations that are directly beneficial to the College or germane to the performance of an individual’s job are approved by the appropriate vice president or dean. 
Multiple memberships (more than one per department) should be avoided. Memberships will be in the name of the College and will not be in the name of an employee. Memberships are processed by Purchase Request and Purchase Order or Purchasing Services department credit card.

440.065 INVENTORY OF EQUIPMENT

The College maintains an inventory of equipment, furniture, and other assets in accordance with OFM and SBCTC rules. The process necessitates considerable effort and communication by all departments.

Accounting Services has the overall responsibility for the inventory process, but is assisted by Purchasing, Information Technology Services, Central Receiving, Facilities Services, and Security/Safety.

Administrators, unit deans, department supervisors, and division chairs are accountable for all equipment and other assets assigned to their area and must:

  1. Provide location information on new equipment.
  2. Report lost/stolen items.
  3. Verify/correct inventory lists.
  4. Report receipt of donated equipment to the Foundation.  (See Administrative Policy/Procedure 416.005 GIFT AND DONATION ACCEPTANCE.)
  5. Report moves of inventoried items.
  6. Provide notification of items for disposal or that have been "traded in" for other items.
  7. Approve the use of college equipment by employees at locations other than college property using approved forms and at the required intervals.

All inventory items costing over $5,000 as well as classified as small and attractive will be included on the appropriate data system maintained by Administrative Services, and marked or tagged as required by OFM. Items purchased by or donated to the Clark College Foundation must be tagged and inventoried appropriately following the same procedures as College inventory and are considered College assets.

Revised Policy/Procedure Approved by Executive Cabinet
April 27, 2010
April 18, 2017

 

440.067 INVENTORY OF ART COLLECTIONS, LIBRARY RESERVE COLLECTIONS, AND MUSEUM OR HISTORICAL COLLECTIONS - ASSETS NOT CAPITALIZED

In accordance with the State Administrative and Accounting Manual (SAAM) regulation 30.20.22.a. art collections, library reserve collections and museum and historical collections that are considered inexhaustible, in that their value does not diminish over time, are not required to be capitalized if all of the following conditions are met:

  1. The collections are held for public exhibition, education, or research in furtherance of public service, rather than financial gain.
  2. The collections are protected, kept unencumbered, cared for, and preserved.
  3. The collections are subject to an agency policy that requires the proceeds from the sales of collection items to be used to acquire other items for the collections.  

State agencies must be able to provide descriptions of the collections and the reasons the collections are not capitalized.

Art collections, library reserve collections, and museum and historical collections that meet the above criteria are required to be controlled by means of a perpetual inventory or a recognized cataloging system. SAAM 30.40.10. Administrative Services has the overall responsibility of the inventory process for all art collections on campus.

Art collections are defined as an individual work of art or group of items of original artwork such as paintings, sculptures, craftwork or other materials commonly identified as a work of art. Art collections that are considered inexhaustible and meet certain criteria are not required to be capitalized. Art collections that are exhaustible (such as those whose useful lives are diminished by display or educational/research applications) are to be capitalized and depreciated.

Art collections at Clark College are considered to be inexhaustible and are therefore not capitalized. A complete inventory is maintained by Administrative Services to track all artwork collections on campus. All proceeds realized from the sale of artwork are to be used to acquire new artwork.

Library reserve collections are considered items of historical or literary significance, such as documents, maps, photos, and original books. Library reserve collections that are considered inexhaustible and meet certain criteria are not required to be capitalized. Agencies meeting the criteria for not capitalized library reserves have the option of capitalizing them as non-depreciable capital assets. Library reserve collections that are exhaustible (such as those whose useful lives are diminished by display or educational/research applications) are to be capitalized and depreciated.

Clark College considers their collection to be library resources, rather than library reserve collections, and therefore capitalizes and depreciates the entire collection (see library resources above).

Should the College procure items that would be deemed as part of a library reserve collection, they would be considered inexhaustible and would therefore not be capitalized.

Museum and historical collections are defined as an individual item or group of items of historical or natural history significance. They include items such as photographs, negatives, letters, blueprints, antique furniture, historical documents, miscellaneous artifacts, and other similar items. Museum and historical collections that are considered inexhaustible and meet certain criteria are not required to be capitalized. Agencies meeting the criteria for not capitalizing a collection have the option of capitalizing museum and historical collections as non-depreciable capital assets. Museum and historical collections that are exhaustible (such as those whose useful lives are diminished by display or educational/research applications) are to be capitalized and depreciated.

Clark College does not have any museum or historical collections. Should the College procure items that would be deemed as part of a museum and historical collection, they would be considered inexhaustible and would therefore not be capitalized.

 New Procedure Approved by Executive Cabinet
September 5, 2017

440.070 ACCESSIBLE HARDWARE AND SOFTWARE PRODUCTS

To the extent feasible, all college employees shall develop, purchase and/or acquire, hardware and software products that are accessible to people with disabilities. The following procedures are established to meet the requirements for complying with both Federal and State accessibility policies and requirements:

  1. When seeking to purchase or ask ITS to build an application any employee should submit a request to the Application Development Oversight And Planning Committee (ADOPC). ADOPC can help identify accessible technology options.

  2. If any employee has identified an application they want to purchase, the requestor should ask vendor to provide information and documentation about the accessibility of their products. Requestor should ask vendors for a “Voluntary Product Accessibility Template” (VPAT) which documents some basic accessibility in accordance with Section 508 standards of the Rehabilitation Act of 1973 Additionally, requestors should ask vendors if and how they meet Level AA compliance with Web Content Accessibility Guidelines 2.0.

  3. If vendor cannot provide information about the accessibility of their products, requestor should see if there is another vendor or product that may be able to provide an accessible product. The requestor may seek assistance from Information Technology Services (ITS), Disabilities Support Services (DSS) or Purchasing Services to locate another vendor who can provide accessible products. The Requestor must document and provide proof that they have searched for an alternative product that meets the college’s accessibility standards. (The accessibility standards are found in Administrative Policy IT Accessible Technology 455.00.)

  4. Requestor shall submit product and supporting documentation (along with proof that they have searched for an accessible product, if applicable), to the Application Development Oversight and Planning Committee (ADOPC) for evaluation and demo. The evaluation process shall take approximately four weeks depending on the list of ADOPC priorities.

  5. Once ADOPC completes the evaluation for accessibility, the requestor will be notified via email along with the CIO or designee that the product either meets or does not meet the college’s accessibility standards.  

  6. If the product meets the college’s accessibility standards, ITS will then create a purchase requisition for the product and will attach all supporting documentation to the requisition.

  7. If the product does not meet the college’s accessibility standards and there is no other alternative product that is accessible, the requestor must submit a waiver request to Executive Cabinet (EC) sponsored by the representing Vice President. The waiver request must include:
    1. A corrective action plan for each area of noncompliance
    2. A description of access barriers expected to result from the non-compliance, identify the information
    3. A description of activities and functions comprised by those access barriers,
    4. Steps Clark College will implement to ensure that people with disabilities will be afforded equivalent access to the information, activities and functions through alternative means of access.
    5. A date the product will be reviewed to see if progress on accessibility has been made.  

Considerations could include if the purchase does not result in undue financial and administrative burdens, meaning significant and unreasonable difficulty or expense considering all of the college’s resources available to the specific program. 

The final decision on exemptions requests will be made by Executive Cabinet. If an exemption is granted, the ITS will notify the requestor of the final decision and maintain documentation of all approved exemptions in a database.

 

New Policy/Procedure Approved by Executive Cabinet
June 20, 2017