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Board of Trustees: Policies
G-2. Purchasing

Value Statement

  • Public funds will be expended in an efficient, effective, equitable, and ethical manner.

A. General Objectives

[1] To support the mission of the College by procuring in a timely manner the goods and services needed for effective College operations.

[2] To secure goods and services at the best value for the College.

[3] To create an open and competitive process for procurement allowing vendors, contrac­tors, historically underutilized businesses, and small/local businesses to compete for College purchases/contracts in a fair and transparent environment.

[4] To adhere to and monitor compliance with state law, federal law (where applicable), Board Policy, and the terms and conditions of contracts.

B. Board Approval

Except for an expenditure which State law requires that the Board must approve which may not be delegated, any contract for an expenditure of $100,000 or less may be approved by the President or his designee. A contract or purchase requiring an expenditure of more than $100,000 must first have Board approval unless the Board has previously approved a budget or other written plan list­ing the items and their approximate cost.

C. Emergency

In the event an expenditure is immediately necessary to repair or replace an existing capability that has been unexpectedly lost, or is immediately necessary to meet an unforeseen catastrophe or emer­gency (i.e., a situation in which immediate action must be taken without Board approval to avoid harm to the College), the President may approve such expenditure, and such expenditure must be reported to the Board at its next meeting, or by written notification provided through the President prior to the next Board meeting. In such an event, the requirements of state law shall apply, unless the Board determines that the delay posed by the methods provided therein would prevent or substantially impair the conduct of classes or other essential school activities. Upon such finding, contracts for the replacement or repair of the equipment or the part of the College

facility may be made by methods other than those typically required by state law.

D. Vendor Selection - Construction and Architectural Procurement

In accordance with state law, the Board in considering a construction contract utilizing a method specified by state law must determine before advertising which method provides the best value for the College. The College shall base its selection among offerors on criteria authorized to be used under state law. The College shall publish the request for bids, proposals, or qualifications the criteria that will be used to evaluate the offerors and the relative weights given to the criteria.

In procuring construction services, the College shall provide notice of the delegation and the limits of the delegation in the request for bids, proposals, or qualifications or in the addendum to the request. Failure to provide such notice will result in a ranking, selection, or evaluation of bids, proposals, or qualifications for construction services advisory only and the Board shall then make the selection or determination in an open public meeting.

The College shall document the basis of its selection and shall make the evaluations public not later than the seventh day after the date the contract is awarded.

For construction and architectural services in excess of $500,000, a limited number of well-qualified vendors shall make presentations to the Board. The administration shall provide the Board with appropriate evaluative criteria or questions for use by the Board in the review process. The administration shall provide a summary of the proposals and provide evaluative judgment concerning strengths and weakness of these well-qualified vendors.

E. Reports

The administration shall produce an annual report on purchasing activities. The  report shall include aggregate expenditures by vendor for the most recently completely fiscal year. The report shall also identify the following:

[1] Certified HUB vendors

[2] Local vendors

[3] State authorized solicitation method

  • Non-Competitive (under $50,000)
  • Sole Source
  • Competitive Bidding
  • Competitive Sealed Proposals
  • Request for Proposal
  • Request for Qualifications
  • Interlocal Contract (includes State Contracts)
  • Job Order Contract

[4] Brief description of goods or services provided.

F. Responsible Contracting Practices

[1] In all purchasing and contracting decisions, employees shall make good faith efforts to include certified historically-underutilized-business (HUB) vendors and shall, where practicable, avoid practices that tend to exclude HUB vendors. The College shall develop, maintain, and enhance the participation of HUB firms in all phases of its procurement processes, supporting their efforts to compete for College business.

[2] The College shall encourage all vendors, suppliers, contract­ors, and professionals with whom it does business to support the common goal of equal opportunity and economic participation for all citizens. In the expenditure of College funds, neither the College nor its contractors and suppliers shall discriminate on the basis of sex, race, color, creed, religion, national origin, age, or sexual orientation, or on the basis of disabilities that do not significantly affect the quality of work.

[3] In deciding which functions to accomplish via external contractors, the administration shall take care not to support patterns of employment that fail to meet community compensation standards, such as the prevailing wage.

[4] Contracts shall be reopened on an equal basis to all qualified vendors at least once every five years (or on completion for contracts longer than five years).

[5] The College shall have a process by which a vendor can appeal the outcome of a procurement process. The President or his designee shall make the final determination of the appeal.

G. Routine Real Estate Items

The President may sign on behalf of the College, easements and other agreements regarding real property owned or leased by the College, provided they are minor in nature and have been subject to consultation with legal counsel. This authorization does not extend to the purchase, lease, or sale of real property or to covenants or restrictions.

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The Austin Community College Board of Trustees adopted this policy on March 4, 1996 and amended it on September 9, 1996, March 3, 1997, January 5, 1998, May 1, 2000, June 5, 2000, October 2, 2000, April 2, 2001, July 9, 2001, March 31, 2003, October 3, 2005 and December 12, 2011.

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