Purchasing refers to the process for procuring quality equipment, goods and services in specified commodity areas by following established state and institutional guidelines on the basis of competitive bids and assists campus in redistribution and disposal of excess/surplus property in compliance with all law and policies.

(FULL PURCHASING GUIDE ATTACHED BELOW) Purchases made on behalf of VCSU must be completed in the best interest of the university, as economically as possible with consideration given to quality and service, and within fair and ethical standards. Reasonable estimated value must be assigned to a procurement to ensure the proper level of authority, competition, and documentation is achieved. This guide does not apply to IT purchases through Technology Services. For information on IT purchases through Technology Services, see policy: V1201.01. Purchases requiring a contract must follow policy: V840. Per NDCC § 54-44.4-13(7), the Facilities Services office will review purchases for opportunities to utilize cooperative purchasing agreements with the state, other NDUS institutions, and other organizations which VCSU is a member. Moreover, the Facilities Services office will ensure reasonable steps are taken to guarantee qualified North Dakota suppliers have an opportunity to compete for purchases. The Facilities Services office is charged with the responsibility to coordinate VCSU Purchasing and Procurement policy and procedures.    VCSU Purchasing and Procurement policy and procedures apply to: President Vice Presidents Deans, Directors & Department Heads Managers & Supervisors Faculty Staff The Facilities Services office is responsible for ensuring proper documentation of transactions. Requesting departments must provide all necessary supporting documentation required by the procurement department. Requests without adequate documentation may not be processed. Equipment and software must be added to inventory if valued at $5,000 or greater per NDUS 803.1 procedure.

Informal Quote - Phone or Email Template Alternate Procurement Request Template Facilities Services Project Request Form Authorization for Purchases over $10,000

Projects: Any type of work that SIGNIFICANTLY adds to or changes the current space or function of the space. All project estimate requests should be submitted to the Facilities Services Office for review. After a scope of work and estimate is prepared, Facilities Services will seek approval from the Vice President of Business Affairs/Cabinet. Project Request Process : Requestor will bring the project idea froward to assigned Cabinet member for review and discussion. Cabinet member will make the determination if the project will be submitted for approval. Cabinet member will submit the online project request form, requesting a project estimate. Include as much detail as possible to ensure an accurate and timely estimate. Facilities management will gather budget estimates and send them to the VPBA for review. Project requests will be submitted to Cabinet for prioritization and approval. If the department will be using department funds for the project, the VPBA will approve the budget request and Facilities will move forward gathering necessary documentation and scheduling the project for the appropriate Construction Period. If Cabinet approves the project request, Facilities will notify the Requestor and move forward with gathering necessary documentation and scheduling of the project. Project will commence on the pre-determined date during the new construction season. Project requests made outside the submittal timeframe will be determined on a case-by-case basis. Funding Categories:  State Funded Maintenance: The state provides funding for basic operation and maintenance of the University’s Facilities Services department. (See Facilities Services-Project Guidelines: Appendix A for a detailed list of State Funded Maintenance.) Department Funded Maintenance: Maintenance (repair and preventative) services are department-paid if the services exceed the routine maintenance standard, are beyond the routine level funded by the state, or outside of the University’s annual capital and project funds.   (See Facilities Services-Project Guidelines: Appendix B for a detailed list of Department Funded Maintenance Work.)   Auxiliary Funded Maintenance: Maintenance (repair and preventive) services are department-paid if the department is an auxiliary operation, a self-sustaining unit, and/or if the unit recharges for its services. Special Use Systems: Special Use Systems refers to systems that support a single department or program and is not typically utilized by all occupants of a building, not common to most campus buildings, or is not considered part of the basic infrastructure Department “owners” should include these special use systems in their budget request planning, so replacements or upgrades can be funded when needed.