GENERAL PURCHASING POLICIES

Whenever possible, purchases are made on the basis of competitive prices, taking into consideration the qualities of services, supplies, materials or equipment to be supplied, their conformity with the specifications furnished, the purpose for which they are required, the date of delivery, and their ultimate cost to the University.

 Sales representatives should contact the Executive Director of Business Services before visiting other departments.

UNIFORM POLICIES: General policies concerning purchasing apply to all funds of the university, regardless of source. Funds deposited with the University must be handled consistently in accordance with institutional policies. Please see Administrative Practice Letter No. 30 which governs all purchases made by the University of Maine System. A copy can be found on the web at http://www.maine.edu/pdf/VII-A.pdf

 Specifications will not be changed by the Purchasing Department, nor will substitutions be made, without prior consultation with the using department. However, annual contracts, such as office supply purchases may provide for substitutions unless "No Substitutions" is so stated by the ordering department.

Purchasing upon receipt of verbal authorization for a confirming purchase order. Please see Administrative Practice Letter No. 30 for details. A copy can be found on the web at http://www.maine.edu/pdf/VII-A.pdf.

RUSH ORDERS: When goods are needed urgently, the Purchasing Department will do its utmost to obtain them as quickly as possible.

SMALL ORDERS: Cash purchases of $125 or less may be made directly from the vendor by anyone having responsibility for a budget by means of a CASH/CHECK REQUEST form. No requisition or purchase order is necessary unless required by the vendor in which case normal purchasing procedures should be followed. In either instance, the University is Tax Exempt. This Tax Exempt status is indicated on the Cash/Check Request and Purchase Order forms. The university is tax exempt by law. However, we do have a tax exempt number. Click here for a copy of the Maine Sales Tax Exemption Certificate in pdf format.

PERSONAL PURCHASES in the name of the University cannot be permitted.

GRATUITIES AND SPECIAL FAVORS: Accepting gratuities or special favors from individuals and organizations with which the University does or may conduct business, or extending gratuities or special favors to employees of any sponsoring government or other agency or entity, under circumstances which might reasonably be interpreted as having any possibility of influencing the recipients in the conduct of their duties is not permissible. Acceptance of any gifts is strictly prohibited. Reference Administrative Practive Letter No. 21 which can be found on the web at http://www.maine.edu/system/oft/oft_apl21.php.

CONFLICT OF INTEREST: When University Trustees, officers or other employees or members of their immediate families, have financial interests in, or consulting arrangements with private business concerns, it is important to avoid actual or apparent conflicts of interest between their University obligations and their outside interests. Situations that must be avoided are those that deal with personal gain, privileged information, contract negotiation and gratuities and special favors. A more detailed description may be found in the Board of Trustees Policies and Procedures Manual on the web at http://maine.maine.edu/~marycall/410.html.

RENTAL OR LEASE AGREEMENT: Rented or leased equipment should be procured and the lease renewed through a requisition which will be followed by a purchase order. Lease agreements need to be forwarded to Purchasing for authorized signature(s) and review by the university's attorney if appropriate.

SOLE SOURCE: When property can be obtained only from one person or firm or when competition is precluded because of the existence of patent rights, copyrights or similar circumstances, documentation by the requisitioning department is required to justify their purchase. A Sole Source Justification form is available from Purchasing for this purpose or on the Business Services web page at http://maine.maine.edu/bus/solesing.htm.

BIDDING PROCEDURES: The University receives funds from various sources; State funds, federal grants and contracts, endowments, tuition fees, private gifts and grants. Regardless of source, all monies are subject to the same procedures. Purchasing will utilize existing contracts that have been previously bid which include, but not limited to: office supplies, furniture, copiers, and scientific supplies. Please see Administrative Practice Letter No. 30 which governs all purchases made at the Univers ity of Maine System. It can be found on the web at http://www.maine.edu/VII-A.pdf.

PREPARING SPECIFICATIONS: The key factor in getting the exact material which meet your requirements for performance and quality is the preparation of clear and complete specifications. A specification may be as simple as a list of requirements that you use in talking with vendors on the telephone, or as complex as detailed plans for a construction project. Most specifications apply to the purchase of equipment which must meet definite performance standards.

In general, your specifications should be:

1. As simple as possible, but specific enough that no loophole exists by which one vendor may avoid any of the provisions and take advantage of competitors or the buyer.
2. Identified, when possible, with some brand item already on the market. Identify the important features you require that may be present in this brand but may also be available in other brands as well.
3. Capable of being checked. Describe the method you will use to check whether the product meets requirements, such as strength or performance test (e.g., paint must have a 5-year life), standard of color, taste, texture, etc. which can be judged.
4. Reasonable in tolerance. Don't ask for precision unless it will be required most of the time.
5. Flexible. Invite vendors to suggest alternates or substitutes.
6. Capable of being met by several bidders. This generates competition and a more favorable price.
7. Clear. Misunderstandings can be costly, both to vendors and to the University.

DISPOSITION OF SURPLUS ITEMS: The Property Management Office is responsible for the disposal of all surplus or excess equipment. If a department wishes to dispose of or cannibalize an item, they must submit a Request for Authorization to Dispose of Property form which is available from the Property Management Office at 5245. Please refer to the Property Management Web Page for Policies and Procedures.

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