https://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&feed=atom&action=historyIV.A. Central Level Procurement Policy - Revision history2024-03-29T08:14:57ZRevision history for this page on the wikiMediaWiki 1.39.1https://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=3174&oldid=prevBoardaa: /* 1. Guiding Principles */2022-04-15T21:04:02Z<p><span dir="auto"><span class="autocomment">1. Guiding Principles</span></span></p>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:b. In addition to complying with the specific requirements set forth in the Procurement Policy, all those engaged in procurement for the BSC must follow the general BSC Business Conduct policies set forth in [https://policy.bsc.coop/index.php/IV.G._Business_Conduct_Policies<del style="font-weight: bold; text-decoration: none;">| </del>Section IV.G] of the Policy Directory.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:b. In addition to complying with the specific requirements set forth in the Procurement Policy, all those engaged in procurement for the BSC must follow the general BSC Business Conduct policies set forth in [https://policy.bsc.coop/index.php/IV.G._Business_Conduct_Policies Section IV.G] of the Policy Directory.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:c. Except for specific authority granted in the Procurement Policy to make an exception to policy, only the Board of Directors has the authority to approve or ratify a purchase of goods or services that violates this policy.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:c. Except for specific authority granted in the Procurement Policy to make an exception to policy, only the Board of Directors has the authority to approve or ratify a purchase of goods or services that violates this policy.</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>===2. Scope of Central-Level Procurement Authority===</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>===2. Scope of Central-Level Procurement Authority===</div></td></tr>
</table>Boardaahttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=3173&oldid=prevBoardaa: /* updated V.A. policy per board approval at Board #3 (4.7.22) */2022-04-15T21:03:36Z<p><span dir="auto"><span class="autocomment">updated V.A. policy per board approval at Board #3 (4.7.22)</span></span></p>
<a href="https://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=3173&oldid=2933">Show changes</a>Boardaahttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=2933&oldid=prevEllie: Demote headings for legible transclusion2021-09-15T02:34:36Z<p>Demote headings for legible transclusion</p>
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<td colspan="2" style="background-color: #fff; color: #202122; text-align: center;">Revision as of 19:34, 14 September 2021</td>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>==2. Scope of Central-Level Procurement Authority==</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">=</ins>==2. Scope of Central-Level Procurement Authority<ins style="font-weight: bold; text-decoration: none;">=</ins>==</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
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<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>==3. Vendor or Service Contractor Selection Based on Lowest Responsible Price==</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">=</ins>==3. Vendor or Service Contractor Selection Based on Lowest Responsible Price<ins style="font-weight: bold; text-decoration: none;">=</ins>==</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will select vendors or contractors to provide those goods or services authorized to be procured by the Central Level when it is determined that the vendor or service contractor is offering the BSC the “lowest responsible price” available.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will select vendors or contractors to provide those goods or services authorized to be procured by the Central Level when it is determined that the vendor or service contractor is offering the BSC the “lowest responsible price” available.</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::2. The Internal Affairs Committee will review vendor recommendations submitted by the Contracting & Purchasing Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::2. The Internal Affairs Committee will review vendor recommendations submitted by the Contracting & Purchasing Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>==4. Segregation of Duties==</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">=</ins>==4. Segregation of Duties<ins style="font-weight: bold; text-decoration: none;">=</ins>==</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will maintain a system of checks and balances for purchase of goods and service contracts by segregating the following duties to the extent feasible within the constraints of the BSC’s organizational capacity:</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will maintain a system of checks and balances for purchase of goods and service contracts by segregating the following duties to the extent feasible within the constraints of the BSC’s organizational capacity:</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>==5. Documentation and Review==</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">=</ins>==5. Documentation and Review<ins style="font-weight: bold; text-decoration: none;">=</ins>==</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. Documentation of each step of a procurement will be maintained by the appropriate staff such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures. Specifically, the Contracting & Purchasing Agent will maintain vendor contract files including vendor bids evaluated, approval of the vendor, and signed contracts. The Accounts Payable Bookkeeper will maintain vendor contracts payment files including purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment).</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. Documentation of each step of a procurement will be maintained by the appropriate staff such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures. Specifically, the Contracting & Purchasing Agent will maintain vendor contract files including vendor bids evaluated, approval of the vendor, and signed contracts. The Accounts Payable Bookkeeper will maintain vendor contracts payment files including purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment).</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.</div></td></tr>
</table>Elliehttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=2912&oldid=prevEllie: add policy and finances categories2021-09-15T02:07:05Z<p>add policy and finances categories</p>
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<td colspan="2" style="background-color: #fff; color: #202122; text-align: center;">Revision as of 19:07, 14 September 2021</td>
</tr><tr><td colspan="2" class="diff-lineno" id="mw-diff-left-l99">Line 99:</td>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. Digital archiving is preferred to paper filing when feasible.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. Digital archiving is preferred to paper filing when feasible.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:e. At least annually, the Operations Manager or a person under the supervision of the Operations Manager will randomly select 5% of BSC payments to audit for compliance with all aspects of the BSC Procurement Policy and shall report their findings to the Audit Committee at least annually.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:e. At least annually, the Operations Manager or a person under the supervision of the Operations Manager will randomly select 5% of BSC payments to audit for compliance with all aspects of the BSC Procurement Policy and shall report their findings to the Audit Committee at least annually.</div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;"></ins></div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">[[Category:Section IV - Finances]] [[Category:Policy]]</ins></div></td></tr>
</table>Elliehttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=2701&oldid=prevZoewan: /* Updating this policy as per approval at Board #2 (10.22.20) [Updates made on 7/26/21 as it was not done at the time of approval] */2021-07-26T22:02:07Z<p><span dir="auto"><span class="autocomment">Updating this policy as per approval at Board #2 (10.22.20) [Updates made on 7/26/21 as it was not done at the time of approval]</span></span></p>
<table style="background-color: #fff; color: #202122;" data-mw="interface">
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<td colspan="2" style="background-color: #fff; color: #202122; text-align: center;">Revision as of 15:02, 26 July 2021</td>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::3. The vendor’s delivery services are adequate for the BSC’s needs with respect to scheduling, reliability and delivery costs.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::3. The vendor’s delivery services are adequate for the BSC’s needs with respect to scheduling, reliability and delivery costs.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::4. The vendor demonstrates the ability to comply with BSC insurance and anti-discrimination requirements, as well as legal requirements specific to those goods and services.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::4. The vendor demonstrates the ability to comply with BSC insurance and anti-discrimination requirements, as well as legal requirements specific to those goods and services.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::5. Any other criteria for evaluating the “lowest responsible price” recommended by <del style="font-weight: bold; text-decoration: none;">FiCom </del>and adopted by the Board of Directors in a regular annual review of BSC procurement practices conducted during the Fall Semester. In no event shall the criteria for “responsibility” preclude a competitive bidding process by making a single vendor the de facto sole supplier for a given good or service.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::5. Any other criteria for evaluating the “lowest responsible price” recommended by <ins style="font-weight: bold; text-decoration: none;">CFCom </ins>and adopted by the Board of Directors in a regular annual review of BSC procurement practices conducted during the Fall Semester. In no event shall the criteria for “responsibility” preclude a competitive bidding process by making a single vendor the de facto sole supplier for a given good or service.</div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">::6. The vendor meets the criteria for ethical procurement to the extent possible as determined by a reasonable, documented investigation:</ins></div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">:::i. Pro-Environment (both in the sourcing of materials for individual products and in our holistic approach to which goods we purchase/repair/recycle)</ins></div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div> </div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">:::ii. Pro-Worker (by patronizing other co-ops and businesses which are worker owned/unionized)</ins></div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div> </div></td></tr>
<tr><td colspan="2" class="diff-side-deleted"></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">:::iii. Anti-Carceral (by avoiding businesses which contract with police forces, prisons, and other agencies of governmental oppression)</ins></div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:c. Only the Board of Directors has the authority to approve a vendor who does not meet Board-approved criteria for providing the “lowest responsible price” or to blacklist a vendor who does meet them.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:c. Only the Board of Directors has the authority to approve a vendor who does not meet Board-approved criteria for providing the “lowest responsible price” or to blacklist a vendor who does meet them.</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::1. The Capital & Finance Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Central Maintenance Supervisor for annual maintenance contracts that exceed $5,000 (such as pest control and fire alarm monitoring), professional services contracts necessary for building repair and renovation (for example, architectural and engineering), and specific construction contracts as specified under Section IV.I.1.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::1. The Capital & Finance Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Central Maintenance Supervisor for annual maintenance contracts that exceed $5,000 (such as pest control and fire alarm monitoring), professional services contracts necessary for building repair and renovation (for example, architectural and engineering), and specific construction contracts as specified under Section IV.I.1.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::2. The Internal Affairs Committee will review vendor recommendations submitted by the Contracting & Purchasing Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::2. The Internal Affairs Committee will review vendor recommendations submitted by the Contracting & Purchasing Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;"></del></div></td><td colspan="2" class="diff-side-added"></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>==4. Segregation of Duties==</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>==4. Segregation of Duties==</div></td></tr>
</table>Zoewanhttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=1858&oldid=prevWikiSysop: Board approved 12/10/15.2016-01-02T20:23:00Z<p>Board approved 12/10/15.</p>
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<td colspan="2" style="background-color: #fff; color: #202122; text-align: center;">Revision as of 13:23, 2 January 2016</td>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. The BSC will maintain a web site providing the Units with current information about vendors and product offerings for goods and services regularly requested by the Units to assist them in making well-informed requisitions of goods and services procured through the Central-Level and well-informed procurement decisions at the Unit-level with respect to goods and services not procured by the Central-Level.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. The BSC will maintain a web site providing the Units with current information about vendors and product offerings for goods and services regularly requested by the Units to assist them in making well-informed requisitions of goods and services procured through the Central-Level and well-informed procurement decisions at the Unit-level with respect to goods and services not procured by the Central-Level.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:e. The <del style="font-weight: bold; text-decoration: none;">Operations </del>Committee will annually review the goods and services currently procured as well as those proposed to be procured through the Central Level and evaluate whether those goods and services should be procured at the Central Level. Based on its review, it will produce a list of authorized goods and services that shall be procured by the Central Level and shall submit that list to the Contracting Agent for vendor selection.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:e. The <ins style="font-weight: bold; text-decoration: none;">Internal Affairs </ins>Committee will annually review the goods and services currently procured as well as those proposed to be procured through the Central Level and evaluate whether those goods and services should be procured at the Central Level. Based on its review, it will produce a list of authorized goods and services that shall be procured by the Central Level and shall submit that list to the Contracting Agent for vendor selection.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::i. The <del style="font-weight: bold; text-decoration: none;">Operations Committee </del>will review and revise the list of authorized services at least annually during the Fall semester.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::i. The <ins style="font-weight: bold; text-decoration: none;">Internal Affairs </ins>will review and revise the list of authorized services at least annually during the Fall semester.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::ii. The <del style="font-weight: bold; text-decoration: none;">Operations Committee </del>will review and revise the list of authorized products at least annually during the Spring semester. Note that this product review will not be at the level of individual items offered centrally, but rather general product categories, (e.g. coffee, tea, bread, cheese, batteries, paint, etc.). The <del style="font-weight: bold; text-decoration: none;">Operations </del>Committee will approve general product categories <del style="font-weight: bold; text-decoration: none;">and the number of options within that category </del>which it determines the Central Level should offer. The actual items offered within each category will be based on member preference and availability from the vendor which best matches the criteria for lowest responsible bid.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::ii. The <ins style="font-weight: bold; text-decoration: none;">Internal Affairs </ins>will review and revise the list of authorized products at least annually during the Spring semester. Note that this product review will not be at the level of individual items offered centrally, but rather general product categories, (e.g. coffee, tea, bread, cheese, batteries, paint, etc.). The <ins style="font-weight: bold; text-decoration: none;">Internal Affairs </ins>Committee will approve general product categories which it determines the Central Level should offer. The actual items offered within each category will be based on member preference and availability from the vendor which best matches the criteria for lowest responsible bid.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::iii. During any period when the <del style="font-weight: bold; text-decoration: none;">Operations </del>Committee is not in session, the Operations Manager may review requests to make additions to the list of authorized products or services, using the standards for Central Level procurement authority enumerated above.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::iii. During any period when the <ins style="font-weight: bold; text-decoration: none;">Internal Affairs </ins>Committee is not in session, the Operations Manager may review requests to make additions to the list of authorized products or services, using the standards for Central Level procurement authority enumerated above.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td colspan="2" class="diff-lineno" id="mw-diff-left-l49">Line 49:</td>
<td colspan="2" class="diff-lineno">Line 49:</td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. The frequency of vendor or service contractor price review shall be based on the volatility of the price, the ease of changing vendors, and the aggregate volume of the transactions, but shall not be less than annually.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. The frequency of vendor or service contractor price review shall be based on the volatility of the price, the ease of changing vendors, and the aggregate volume of the transactions, but shall not be less than annually.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:e. The Contracting Agent will regularly review and update the list of approved vendors for authorized goods and services based on the “lowest responsible price” for review and approval by the Operations Manager, except that:</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:e. The Contracting <ins style="font-weight: bold; text-decoration: none;">& Purchasing </ins>Agent will regularly review and update the list of approved vendors for authorized goods and services based on the “lowest responsible price” for review and approval by the Operations Manager, except that:</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::1. The Capital <del style="font-weight: bold; text-decoration: none;">Affairs </del>Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Central Maintenance Supervisor for annual maintenance contracts that exceed $5,000 (such as pest control and fire alarm monitoring), professional services contracts necessary for building repair and renovation (for example, architectural and engineering), and specific construction contracts as specified under Section IV.I.1.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::1. The Capital <ins style="font-weight: bold; text-decoration: none;">& Finance </ins>Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Central Maintenance Supervisor for annual maintenance contracts that exceed $5,000 (such as pest control and fire alarm monitoring), professional services contracts necessary for building repair and renovation (for example, architectural and engineering), and specific construction contracts as specified under Section IV.I.1.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::2. The <del style="font-weight: bold; text-decoration: none;">IT </del>Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::2. The <ins style="font-weight: bold; text-decoration: none;">Internal Affairs </ins>Committee will review vendor recommendations submitted by the Contracting <ins style="font-weight: bold; text-decoration: none;">& Purchasing </ins>Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td colspan="2" class="diff-lineno" id="mw-diff-left-l63">Line 63:</td>
<td colspan="2" class="diff-lineno">Line 63:</td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::4. Paying invoices.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::4. Paying invoices.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:b. The responsibility to select and propose contracts with vendors based on the “lowest responsible price” will reside in a Contracting Agent supervised by the <del style="font-weight: bold; text-decoration: none;">BSC Accountant, in order to segregate the responsibility for selecting and contracting with vendors from the Departments which establish the closest working relationship with the vendors</del>. Upon selecting a vendor, the Contracting Agent will solicit contract documentation from the vendor, which will be reviewed and approved by the department supervisor responsible for overseeing the goods and services and then executed by the Executive Director before it is returned to the vendor for signature.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:b. The responsibility to select and propose contracts with vendors based on the “lowest responsible price” will reside in a Contracting <ins style="font-weight: bold; text-decoration: none;">& Purchasing </ins>Agent supervised by the <ins style="font-weight: bold; text-decoration: none;">Operations Manager</ins>. Upon selecting a vendor, the Contracting <ins style="font-weight: bold; text-decoration: none;">& Purchasing </ins>Agent will solicit contract documentation from the vendor, which will be reviewed and approved by the department supervisor responsible for overseeing the goods and services and then executed by the <ins style="font-weight: bold; text-decoration: none;">Operations Manager or </ins>Executive Director before it is returned to the vendor for signature<ins style="font-weight: bold; text-decoration: none;">. The Contracting & Purchasing Agent will maintain vendor contract files in alphabetical order</ins>.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:c. The responsibility for reviewing requisitions to determine whether they are for goods and services that are authorized for Central-Level procurement and then aggregating orders for submission to the contracted vendor will reside in a Purchasing Agent supervised by the <del style="font-weight: bold; text-decoration: none;">BSC Accountant, in order to segregate the responsibility for submitting orders from the Departments which establish the closest working relationship with the vendors</del>.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:c. The responsibility for reviewing requisitions to determine whether they are for goods and services that are authorized for Central-Level procurement and then aggregating orders for submission to the contracted vendor will reside in a <ins style="font-weight: bold; text-decoration: none;">Contracting & </ins>Purchasing Agent supervised by the <ins style="font-weight: bold; text-decoration: none;">Operations Manager</ins>.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. Except for those invoices that require the further review and approval of the Operations Manager, the responsibility for approving or disapproving an invoice will reside in the Department Supervisors responsible for receiving, distributing, overseeing, directing, and monitoring the quality of those goods and services because they have the information (such as, for example, a receiving manifest or inspection of the completed work at a construction site) necessary to evaluate whether the payment in the amount requested is justified by the original contract and by the amount and quality of the goods and services actually received.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. Except for those invoices that require the further review and approval of the Operations Manager, the responsibility for approving or disapproving an invoice will reside in the Department Supervisors responsible for receiving, distributing, overseeing, directing, and monitoring the quality of those goods and services because they have the information (such as, for example, a receiving manifest or inspection of the completed work at a construction site) necessary to evaluate whether the payment in the amount requested is justified by the original contract and by the amount and quality of the goods and services actually received.</div></td></tr>
<tr><td colspan="2" class="diff-lineno" id="mw-diff-left-l75">Line 75:</td>
<td colspan="2" class="diff-lineno">Line 75:</td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::(A). the Executive Director is responsible for IT services, HR services, auditing services, legal services, benefits contracts, insurance contracts, and other specialized professional services contracts authorized by the Board of Directors from time to time;</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::(A). the Executive Director is responsible for IT services, HR services, auditing services, legal services, benefits contracts, insurance contracts, and other specialized professional services contracts authorized by the Board of Directors from time to time;</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::(B). the Member Resources Supervisor is responsible for goods and services within <del style="font-weight: bold; text-decoration: none;">his/her </del>approved line item budget.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::(B). the Member Resources Supervisor is responsible for goods and services within <ins style="font-weight: bold; text-decoration: none;">their </ins>approved line item budget.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::(C). The Development Director is responsible for goods and services within <del style="font-weight: bold; text-decoration: none;">his/her </del>approved line item budget.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::(C). The Development Director is responsible for goods and services within <ins style="font-weight: bold; text-decoration: none;">their </ins>approved line item budget.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>::(D). The Housing Supervisor is responsible for goods and services within <del style="font-weight: bold; text-decoration: none;">his/her </del>approved line item budget for recruitment.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>::(D). The Housing Supervisor is responsible for goods and services within <ins style="font-weight: bold; text-decoration: none;">their </ins>approved line item budget for recruitment.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:e. Upon approval of invoices as set forth above, the following invoices will also require the further review and approval of the Operations Manager:</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:e. Upon approval of invoices as set forth above, the following invoices will also require the further review and approval of the Operations Manager <ins style="font-weight: bold; text-decoration: none;">when</ins>:</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::1. A single invoice greater than $2,500.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::1. A single invoice greater than $2,500.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::2. An invoice which when aggregated with prior invoices from the same vendor or contractor during the current fiscal year would cause the aggegrate payment during that fiscal year to exceed $10,000.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::2. An invoice which when aggregated with prior invoices from the same vendor or contractor during the current fiscal year would cause the aggegrate payment during that fiscal year to exceed $10,000.</div></td></tr>
<tr><td colspan="2" class="diff-lineno" id="mw-diff-left-l85">Line 85:</td>
<td colspan="2" class="diff-lineno">Line 85:</td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::4. The monthly statement of purchases completed using BSC credit cards.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>::4. The monthly statement of purchases completed using BSC credit cards.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:f. The Accounts Payable Bookkeeper will maintain vendor <del style="font-weight: bold; text-decoration: none;">contract </del>files in alphabetical order, receive invoices directly from the vendors, and send the invoices to the appropriate supervisor for approval. <del style="font-weight: bold; text-decoration: none;">He or she </del>will pay vendors and contractors only for invoices which are within the scope of the vendor’s contract, which have been approved by the responsible supervisor (and also by the Operations Manager when required), and which include all supporting documentation. The responsibility to reconcile promptly any discrepancies between invoices, contracts, and receiving reports will reside in Accounts Payable with cooperation from the responsible supervisors.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:f. The Accounts Payable Bookkeeper will maintain vendor <ins style="font-weight: bold; text-decoration: none;">payment </ins>files in alphabetical order, receive invoices directly from the vendors, and send the invoices to the appropriate supervisor for approval. <ins style="font-weight: bold; text-decoration: none;">They </ins>will pay vendors and contractors only for invoices which are within the scope of the vendor’s contract, which have been approved by the responsible supervisor (and also by the Operations Manager when required), and which include all supporting documentation. The responsibility to reconcile promptly any discrepancies between invoices, contracts, and receiving reports will reside in Accounts Payable with cooperation from the responsible supervisors.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>==5. Documentation and Review==</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>==5. Documentation and Review==</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:a. Documentation of each step of a procurement<del style="font-weight: bold; text-decoration: none;">, including vendor bids evaluated, approval of the vendor, vendor contracts, purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment) </del>will be <del style="font-weight: bold; text-decoration: none;">filed in a vendor file </del>maintained by the <del style="font-weight: bold; text-decoration: none;">Accounts Payable Bookkeeper for each vendor, </del>such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:a. Documentation of each step of a procurement will be maintained by the <ins style="font-weight: bold; text-decoration: none;">appropriate staff </ins>such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures<ins style="font-weight: bold; text-decoration: none;">. Specifically, the Contracting & Purchasing Agent will maintain vendor contract files including vendor bids evaluated, approval of the vendor, and signed contracts. The Accounts Payable Bookkeeper will maintain vendor contracts payment files including purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment)</ins>.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:c. Documentation demonstrating a purchase must include requisitions by a BSC unit or central-level department, an aggregated order or purchase order, a receiving report initialed by the party receiving the good or service, an invoice signed by the program department supervisor responsible for the budget covering the purchase, and a copy of the check used to compensate the vendor.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:c. Documentation demonstrating a purchase must include requisitions by a BSC unit or central-level department, an aggregated order or purchase order, a receiving report initialed by the party receiving the good or service, an invoice signed by the program department supervisor responsible for the budget covering the purchase, and a copy of the check used to compensate the vendor.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. Digital archiving is preferred to paper filing when feasible.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:d. Digital archiving is preferred to paper filing when feasible.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div>:e. At least annually, the Operations Manager or a person under the supervision of the Operations Manager will randomly select 5% of BSC payments to audit for compliance with all aspects of the BSC Procurement Policy and shall report <del style="font-weight: bold; text-decoration: none;">her </del>findings to the Audit Committee at least annually.</div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div>:e. At least annually, the Operations Manager or a person under the supervision of the Operations Manager will randomly select 5% of BSC payments to audit for compliance with all aspects of the BSC Procurement Policy and shall report <ins style="font-weight: bold; text-decoration: none;">their </ins>findings to the Audit Committee at least annually.</div></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div> </div></td><td colspan="2" class="diff-side-added"></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;">''[Board Approved 05/03/12]''</del></div></td><td colspan="2" class="diff-side-added"></td></tr>
</table>WikiSysophttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=1178&oldid=prevxx>Boardaa at 03:56, 1 June 20122012-06-01T03:56:06Z<p></p>
<table style="background-color: #fff; color: #202122;" data-mw="interface">
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<td colspan="2" style="background-color: #fff; color: #202122; text-align: center;">← Older revision</td>
<td colspan="2" style="background-color: #fff; color: #202122; text-align: center;">Revision as of 20:56, 31 May 2012</td>
</tr><tr><td colspan="2" class="diff-lineno" id="mw-diff-left-l1">Line 1:</td>
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<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;">'''</del>1. Guiding Principles<del style="font-weight: bold; text-decoration: none;">'''</del></div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">==</ins>1. Guiding Principles<ins style="font-weight: bold; text-decoration: none;">==</ins></div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. In order to provide quality, low-cost, cooperative housing, the Central Level will purchase goods and contract for services by</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. In order to provide quality, low-cost, cooperative housing, the Central Level will purchase goods and contract for services by</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;">'''</del>2. Scope of Central-Level Procurement Authority<del style="font-weight: bold; text-decoration: none;">'''</del></div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">==</ins>2. Scope of Central-Level Procurement Authority<ins style="font-weight: bold; text-decoration: none;">==</ins></div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. Central-Level purchasing of goods is authorized when budgeted and:</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. Central-Level purchasing of goods is authorized when budgeted and:</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;">'''</del>3. Vendor or Service Contractor Selection Based on Lowest Responsible Price<del style="font-weight: bold; text-decoration: none;">'''</del></div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">==</ins>3. Vendor or Service Contractor Selection Based on Lowest Responsible Price<ins style="font-weight: bold; text-decoration: none;">==</ins></div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will select vendors or contractors to provide those goods or services authorized to be procured by the Central Level when it is determined that the vendor or service contractor is offering the BSC the “lowest responsible price” available.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will select vendors or contractors to provide those goods or services authorized to be procured by the Central Level when it is determined that the vendor or service contractor is offering the BSC the “lowest responsible price” available.</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;">'''</del>4 Segregation of Duties<del style="font-weight: bold; text-decoration: none;">'''</del></div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">==</ins>4<ins style="font-weight: bold; text-decoration: none;">. </ins>Segregation of Duties<ins style="font-weight: bold; text-decoration: none;">==</ins></div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will maintain a system of checks and balances for purchase of goods and service contracts by segregating the following duties to the extent feasible within the constraints of the BSC’s organizational capacity:</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. The BSC will maintain a system of checks and balances for purchase of goods and service contracts by segregating the following duties to the extent feasible within the constraints of the BSC’s organizational capacity:</div></td></tr>
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<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><br/></td></tr>
<tr><td class="diff-marker" data-marker="−"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #ffe49c; vertical-align: top; white-space: pre-wrap;"><div><del style="font-weight: bold; text-decoration: none;">'''</del>5 Documentation and Review<del style="font-weight: bold; text-decoration: none;">'''</del></div></td><td class="diff-marker" data-marker="+"></td><td style="color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #a3d3ff; vertical-align: top; white-space: pre-wrap;"><div><ins style="font-weight: bold; text-decoration: none;">==</ins>5<ins style="font-weight: bold; text-decoration: none;">. </ins>Documentation and Review<ins style="font-weight: bold; text-decoration: none;">==</ins></div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. Documentation of each step of a procurement, including vendor bids evaluated, approval of the vendor, vendor contracts, purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment) will be filed in a vendor file maintained by the Accounts Payable Bookkeeper for each vendor, such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:a. Documentation of each step of a procurement, including vendor bids evaluated, approval of the vendor, vendor contracts, purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment) will be filed in a vendor file maintained by the Accounts Payable Bookkeeper for each vendor, such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures.</div></td></tr>
<tr><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.</div></td><td class="diff-marker"></td><td style="background-color: #f8f9fa; color: #202122; font-size: 88%; border-style: solid; border-width: 1px 1px 1px 4px; border-radius: 0.33em; border-color: #eaecf0; vertical-align: top; white-space: pre-wrap;"><div>:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.</div></td></tr>
</table>xx>Boardaahttps://policy.bsc.coop/index.php?title=IV.A._Central_Level_Procurement_Policy&diff=1122&oldid=prevxx>Boardaa: Created page with ''''1. Guiding Principles''' :a. In order to provide quality, low-cost, cooperative housing, the Central Level will purchase goods and contract for services by ::i. finding and s…'2012-05-31T19:19:05Z<p>Created page with ''''1. Guiding Principles''' :a. In order to provide quality, low-cost, cooperative housing, the Central Level will purchase goods and contract for services by ::i. finding and s…'</p>
<p><b>New page</b></p><div>'''1. Guiding Principles'''<br />
<br />
:a. In order to provide quality, low-cost, cooperative housing, the Central Level will purchase goods and contract for services by<br />
::i. finding and selecting the “lowest responsible price” for those goods or services that are appropriately procured by the Central Level;<br />
::ii. segregating duties in the procurement process to reduce the risk of error and fraud;<br />
::iii. requiring different levels of invoice approval depending on the size of the transaction: and `<br />
::iv. requiring auditable documentation of every stage of the procurement process.<br />
<br />
:b. In addition to complying with the specific requirements set forth in the Procurement Policy, all those engaged in procurement for the BSC must follow the general BSC Business Conduct policies set forth in Section IV.G of the Policy Directory.<br />
:c. Except for specific authority granted in the Procurement Policy to make an exception to policy, only the Board of Directors has the authority to approve or ratify a purchase of goods or services that violates this policy.<br />
<br />
<br />
'''2. Scope of Central-Level Procurement Authority'''<br />
<br />
:a. Central-Level purchasing of goods is authorized when budgeted and:<br />
::i. with respect to goods requisitioned by the Units, the aggregated orders for the good received from the Units is such that centralized ordering generates economies of scale, creating a better price for the good (for example, toilet paper); or <br />
::ii. the goods purchased are necessary to operate the Central-Level Departments (for example, copy paper); or<br />
::iii. the goods purchased are necessary to meet the Central-Level safety, habitability, maintenance, and/or contractual obligations the BSC owes to each member (for example, a pipe needed to repair an existing toilet).<br />
<br />
:b. Central-Level contracting for services is authorized when budgeted and:<br />
::i. the service is needed at multiple Units to meet safety, habitability and preventive maintenance obligations (for example, pest control); or<br />
::ii. the service is needed to meet specific Central-Level responsibilities (for example, auditing); or<br />
::iii. the service requires the specialized expertise and experience of the Central-Level staff for oversight of its desired result (for example, structural engineering or seismic renovation).<br />
<br />
:c. Goods and services not within the scope of authority of the Central Level departments to procure shall be procured directly by the responsible Unit-level managers with funds that are within the budget authority of the Unit-level management, subject to the procurement policies and practices of the individual Unit. <br />
<br />
:d. The BSC will maintain a web site providing the Units with current information about vendors and product offerings for goods and services regularly requested by the Units to assist them in making well-informed requisitions of goods and services procured through the Central-Level and well-informed procurement decisions at the Unit-level with respect to goods and services not procured by the Central-Level.<br />
<br />
:e. The Operations Committee will annually review the goods and services currently procured as well as those proposed to be procured through the Central Level and evaluate whether those goods and services should be procured at the Central Level. Based on its review, it will produce a list of authorized goods and services that shall be procured by the Central Level and shall submit that list to the Contracting Agent for vendor selection.<br />
<br />
::i. The Operations Committee will review and revise the list of authorized services at least annually during the Fall semester.<br />
::ii. The Operations Committee will review and revise the list of authorized products at least annually during the Spring semester. Note that this product review will not be at the level of individual items offered centrally, but rather general product categories, (e.g. coffee, tea, bread, cheese, batteries, paint, etc.). The Operations Committee will approve general product categories and the number of options within that category which it determines the Central Level should offer. The actual items offered within each category will be based on member preference and availability from the vendor which best matches the criteria for lowest responsible bid.<br />
::iii. During any period when the Operations Committee is not in session, the Operations Manager may review requests to make additions to the list of authorized products or services, using the standards for Central Level procurement authority enumerated above.<br />
<br />
<br />
'''3. Vendor or Service Contractor Selection Based on Lowest Responsible Price'''<br />
<br />
:a. The BSC will select vendors or contractors to provide those goods or services authorized to be procured by the Central Level when it is determined that the vendor or service contractor is offering the BSC the “lowest responsible price” available.<br />
:b. The BSC will make a thorough effort to secure the “lowest” price for any given product or service by engaging in a competitive bidding or a regular online price review process. In order to reduce the number of contracts and vendor relationships under management, the BSC may determine that when a large variety of products are most feasibly secured from a single vendor (for example, office products or fresh produce), the overall pattern of price competitiveness for the products most frequently purchased shall be determinative rather than the price of a single product (for example, “post-its” or apples).<br />
:c. Criteria for determining the “responsibility” of a price offered by a vendor include whether:<br />
::1. The vendor has the skill, judgment, experience, and resources necessary to capably fulfill orders or provide services in a timely and effective manner, taking into account feedback on prior performance provided by members, Unit-level managers, and Central-Level staff.<br />
::2. The vendor’s contract and billing practices are consistent with the BSC’s invoicing and financial accounting requirements with respect to documentation and timing.<br />
::3. The vendor’s delivery services are adequate for the BSC’s needs with respect to scheduling, reliability and delivery costs.<br />
::4. The vendor demonstrates the ability to comply with BSC insurance and anti-discrimination requirements, as well as legal requirements specific to those goods and services.<br />
::5. Any other criteria for evaluating the “lowest responsible price” recommended by FiCom and adopted by the Board of Directors in a regular annual review of BSC procurement practices conducted during the Fall Semester. In no event shall the criteria for “responsibility” preclude a competitive bidding process by making a single vendor the de facto sole supplier for a given good or service.<br />
<br />
:c. Only the Board of Directors has the authority to approve a vendor who does not meet Board-approved criteria for providing the “lowest responsible price” or to blacklist a vendor who does meet them.<br />
<br />
:d. The frequency of vendor or service contractor price review shall be based on the volatility of the price, the ease of changing vendors, and the aggregate volume of the transactions, but shall not be less than annually.<br />
<br />
:e. The Contracting Agent will regularly review and update the list of approved vendors for authorized goods and services based on the “lowest responsible price” for review and approval by the Operations Manager, except that:<br />
<br />
::1. The Capital Affairs Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Central Maintenance Supervisor for annual maintenance contracts that exceed $5,000 (such as pest control and fire alarm monitoring), professional services contracts necessary for building repair and renovation (for example, architectural and engineering), and specific construction contracts as specified under Section IV.I.1.<br />
::2. The IT Committee will review vendor recommendations submitted by the Contracting Agent with input and advice from the Executive Director for Network Support Services or web site services that exceed $10,000 annually and IT equipment purchases.<br />
<br />
<br />
'''4 Segregation of Duties'''<br />
<br />
:a. The BSC will maintain a system of checks and balances for purchase of goods and service contracts by segregating the following duties to the extent feasible within the constraints of the BSC’s organizational capacity:<br />
::1. Selecting and contracting with vendors.<br />
::2. Aggregating requisitions and placing orders.<br />
::3. Receiving, monitoring and inspecting goods and services and approving invoices.<br />
::4. Paying invoices.<br />
<br />
:b. The responsibility to select and propose contracts with vendors based on the “lowest responsible price” will reside in a Contracting Agent supervised by the BSC Accountant, in order to segregate the responsibility for selecting and contracting with vendors from the Departments which establish the closest working relationship with the vendors. Upon selecting a vendor, the Contracting Agent will solicit contract documentation from the vendor, which will be reviewed and approved by the department supervisor responsible for overseeing the goods and services and then executed by the Executive Director before it is returned to the vendor for signature.<br />
<br />
:c. The responsibility for reviewing requisitions to determine whether they are for goods and services that are authorized for Central-Level procurement and then aggregating orders for submission to the contracted vendor will reside in a Purchasing Agent supervised by the BSC Accountant, in order to segregate the responsibility for submitting orders from the Departments which establish the closest working relationship with the vendors.<br />
<br />
:d. Except for those invoices that require the further review and approval of the Operations Manager, the responsibility for approving or disapproving an invoice will reside in the Department Supervisors responsible for receiving, distributing, overseeing, directing, and monitoring the quality of those goods and services because they have the information (such as, for example, a receiving manifest or inspection of the completed work at a construction site) necessary to evaluate whether the payment in the amount requested is justified by the original contract and by the amount and quality of the goods and services actually received.<br />
<br />
::1. “Program Departments” include Central Maintenance, Central Office, and Central Warehouse.<br />
::2. The Central Warehouse Supervisor will have this responsibility for the Central Warehouse Department.<br />
::3. The Central Maintenance Supervisor will have this responsibility for the Central Maintenance Department.<br />
::4. The Central Office Bookkeeping/Office Supervisor will have this responsibility for Central Office goods and services, except that<br />
<br />
::(A). the Executive Director is responsible for IT services, HR services, auditing services, legal services, benefits contracts, insurance contracts, and other specialized professional services contracts authorized by the Board of Directors from time to time;<br />
::(B). the Member Resources Supervisor is responsible for goods and services within his/her approved line item budget.<br />
::(C). The Development Director is responsible for goods and services within his/her approved line item budget.<br />
::(D). The Housing Supervisor is responsible for goods and services within his/her approved line item budget for recruitment.<br />
<br />
:e. Upon approval of invoices as set forth above, the following invoices will also require the further review and approval of the Operations Manager:<br />
::1. A single invoice greater than $2,500.<br />
::2. An invoice which when aggregated with prior invoices from the same vendor or contractor during the current fiscal year would cause the aggegrate payment during that fiscal year to exceed $10,000.<br />
::3. Any invoice that the Accounts Payable Bookkeeper or the responsible Supervisor questions for compliance with the BSC Procurement Policy.<br />
::4. The monthly statement of purchases completed using BSC credit cards.<br />
<br />
:f. The Accounts Payable Bookkeeper will maintain vendor contract files in alphabetical order, receive invoices directly from the vendors, and send the invoices to the appropriate supervisor for approval. He or she will pay vendors and contractors only for invoices which are within the scope of the vendor’s contract, which have been approved by the responsible supervisor (and also by the Operations Manager when required), and which include all supporting documentation. The responsibility to reconcile promptly any discrepancies between invoices, contracts, and receiving reports will reside in Accounts Payable with cooperation from the responsible supervisors.<br />
<br />
<br />
'''5 Documentation and Review'''<br />
:a. Documentation of each step of a procurement, including vendor bids evaluated, approval of the vendor, vendor contracts, purchase orders, receiving manifests or receipts, invoices, and copies of checks (or other proof of payment) will be filed in a vendor file maintained by the Accounts Payable Bookkeeper for each vendor, such that an audit trail is established so that the BSC’s independent auditor, the Executive Director or Operations Manager, or any BSC member can request and review the documentation necessary to evaluate the procurement of a specific good or service for compliance with BSC policies and procedures.<br />
:b. Documentation demonstrating vendor selection through a competitive bidding process to find the lowest responsible bid must include bids evaluated (with date, price, delivery charges, and the quantity at which that price was evaluated), which bids were rejected why, and the final selection of the vendor for the given product or service.<br />
:c. Documentation demonstrating a purchase must include requisitions by a BSC unit or central-level department, an aggregated order or purchase order, a receiving report initialed by the party receiving the good or service, an invoice signed by the program department supervisor responsible for the budget covering the purchase, and a copy of the check used to compensate the vendor.<br />
:d. Digital archiving is preferred to paper filing when feasible.<br />
:e. At least annually, the Operations Manager or a person under the supervision of the Operations Manager will randomly select 5% of BSC payments to audit for compliance with all aspects of the BSC Procurement Policy and shall report her findings to the Audit Committee at least annually.<br />
<br />
''[Board Approved 05/03/12]''</div>xx>Boardaa