631  Procurement and Contract Standards

Approved by President
Effective Date: October 22, 2019
Responsible Division: Business and Finance
Responsible Office:  Administrative and Business Services
Responsible Officer:  Assistant Vice President, Administrative and Business Services

I.   Purpose
II.  Procurement Logistic Services
III.  Contract Office
IV.  Definitions
V.   General Standards Regarding Procurement 
V.A. Signature Requirements
V.B. Unauthorized Contracts Void-Personal Liability of Officers
V.C. Purchases from Small/Minority/Women/Tennessee Service Disabled Veteran-Owned Businesses
V.D. MT$ource eProcurement
V.E. Procurement Methods
V.F.  Procurement Processes
V.G. Notice of Intent to Award
V.H.
Protested Bids
V.I.  Vendors
V.J. Receiving - Freight, Shipping, Receipt, Storage and Inspection of Goods
V.K. Monitoring of Services - Services Contracts
VI.   Surplus Property
VII.  Accessibility
VIII. Fiscal Review
IX.   Bonds
X.    Prohibited Transactions
XI.   End of Fiscal Year Procedures
XII.  Exceptions

I. Purpose 

This policy establishes the criteria and process for execution of procurements for Middle Tennessee State University (MTSU or University) and is not intended to cover all State of Tennessee policies and guidelines, or all possible issues that may arise while reviewing purchases or contracts. Rather, it is intended to give a general process for how to address purchasing issues. This policy is subject to regular update, revision, and improvement.

II. Procurement Logistic Services

A.  For purposes of efficiency in administration and management, the responsibilities for the purchasing of supplies, materials, services and equipment from outside vendors for all University departments has been centralized in Procurement Logistic Services. The operation of Procurement Logistic Services is designed to relieve the faculty and other staff of most of the details connected with procurement, except in instances of supplies and/or services costing less than ten thousand dollars ($10,000.00).

1.  The procedures set forth herein are applicable in all cases where the expenditure is from funds administered by the University regardless of whether the funds arise from State or federal appropriations, student fees, gifts, grants, endowments, research, contracts, or other fund sources.

2.  In cases where University policies and procedures do not address a specific procedure for purchase of a particular item or service, federal and State requirements shall govern, as applicable.

3  All purchases shall be based upon the principle of competitive bidding, except as may be otherwise provided herein. It is the respo