Pol-Procurement and Contract Authority

policy policy procurement contract authority modified Tue Feb 04 2020 10:52:52 GMT-0500 (Eastern Standard Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Procurement and Contract Authority

EFFECTIVE DATE

Unknown

POLICY NUMBER

PUR - 1.00

POLICY APPLICABILITY

This policy applies to University Administrators, Faculty and Staff.

POLICY STATEMENT

Procurement Services derives its authority to sign contracts on behalf of the University of Louisville from the Board of Trustees and from the Boards of the affiliated corporations, as regulated by KRS 164A560.

No employees or officers of the University of Louisville, not named in the respective board resolutions, are authorized to make oral or written contracts or binding commitments in the name of the University, regardless of the source of funds.

Departments shall make requests of all goods and services through Procurement Services other than the small dollar transactions authorized under the University ProCard & Purchasing process or transactions processed under Payment Request guidelines authorized by the Controller’s Office.

REASON FOR POLICY

KRS Compliance.  COFAR FAQ .1106 created a grace period of the implementation of the Procurement Standards contained within the Uniform Guidance. The University of Louisville has opted to utilize this grace period in order to provide the necessary time needed to become fully compliant. Until such time that this notice is removed, but not to exceed the approved grace period, all polices will meet the requirements of A110.

KRS 164A.560 allows Public Institutions of Higher Education and their affiliated corporations to perform the functions of acquisition of funds, accounting, purchasing and capital construction by regulation.

RESPONSIBILITIES

Procurement Services makes procurement decisions in conjunction with the using departments, as appropriate.  The Department of Procurement Services is to serve as the exclusive channel through which all bids and request for proposals are handled.   Under certain circumstances, the using departments, upon prior approval from the Department of Procurement, may correspond with suppliers.  For example, in cases where technical details are necessary.  In such cases, the Department of Procurement should be provided with copies of all such correspondence.  Close communication and coordination between Procurement Services and the using departments must occur.  For those purchases between $20,000 - $39,999 that require three (3) quotes per Procurement Policy 3.00, departments may directly contact suppliers to obtain the necessary quotes.  

ADMINISTRATIVE AUTHORITY

Vice President for Finance and Chief Financial Officer

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Sally Molsberger, Director – Procurement Services
Service Complex, University of Louisville
Louisville, KY 40292
502-852-8223
purchase@louisville.edu 

HISTORY

Original Date: Unknown
Revision Date(s): 1/1/2018
Reviewed Date(s): 2/14/2020

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.