Purchase of Goods Policy

1. Purchase of Goods Policy March 30, 2011

2. Policy Highlights • Quality assurance post audit review for orders <$5000.00 • Mandatory competitive procurement contract usage: University, Campus, MHEC, State, and other authorized consortia contracts. (September 1, 2011) • Mandatory University Marketplace usage (July 1, 2011) • Manage procurements through the finance system, monthly reports and payments

3. Post Audit orders < $5,000.00 Routine assessments for quality assurance are conducted throughout the year for orders <$5,000. Diagnostic reports will be reviewed to determine patterns of possible non-compliance. If non-compliance is identified, a department will be requested to make appropriate adjustments to come into compliance with the goods policy and procedure.

4. Competitive Procurement Contracts Mandatory competitive procurement contract usage: University, Campus, MHEC, State, and other authorized consortia contracts. Effective: September 1, 2011 Procurement will conduct contract training sessions April – August, 2011

5. Marketplace Vendors Departments must purchase goods from Marketplace vendors 100% of the time. Effective: July 1, 2011 Current Marketplace Vendors: WB Mason - Fisher Scientific - Sigma Scientific - Grainger The University Procurement Card (ProCard) must not be used to purchase goods from Marketplace vendors.

6. Dollar Limits <$5,000 Procard authorized dollar limit or Purchase Requisition ≥$5,000 and <$25,000 - Non Contract - Purchase Requisition and 3 quotes Contract – Purchase requisition and quote ≥$25,000 Non Contract - Public Competitive Bid Contract – purchase requisition and quote

7. Manage Procurements Once a commitment is made to a vendor for a purchase of goods, the department is responsible for administering the order. Orders should be reviewed for receipt, payment and liquidation.

8. Role of Procurement • Document Polices and Procedures • Professional procurement expertise • Monthly training sessions • Technical assistance • Review/approve requisitions 5 business days • Quality Assurance

9. Role of the Department Department Heads should ensure that their staff attend training for all procurement policies and procedures, and establish departmental procedures to ensure they are followed. Ensure that information furnished on purchase documentation is complete and accurate and conforms to UMass Boston purchasing polices.

10. Purchasing Methods Purchasing rules are the same regardless of purchasing method: • Purchase Requisition/Order • Marketplace Requisition • Procard