BPM-306 Special Purchases
Revised October 20, 2010
Purchases that are of unique nature or have special requirements are considered to be Special Purchases. They include, but are not limited to, the following acquisitions:
- Acquisition from External Sponsors
- Affiliation/Sponsorship by University
- Alcohol, Drugs, and Hazardous Materials
- Bookstore Purchases
- Computing Equipment and Software
- Cooperative Purchasing
- Emergency Purchases
- Government Surplus Property Program
- Off-Campus Facilities
- Radioactive Materials
- Service/Maintenance Agreements
- Supply Centers
- University Vehicles
For other special purchases, contact Procurement.
Acquisition from External Sponsors
All property acquired with use requirements or limitations will be considered as property associated with external sponsors. As such, it is to be inventoried, tracked and disposed of in accordance with the terms and conditions of the external sponsor’s requirements. This is applicable to sponsored project assets as defined by the sponsor.
Affiliation/Sponsorship by University
Outside entities may be formally affiliated with the University in a mutually beneficial endeavor. Public and not-for-profit entities, and higher education institutions can be sponsored through the University’s procurement contracts under certain conditions. Eligibility shall be determined by the Chief Procurement Officer. Participation shall not be construed to be obligatory by any affiliated entity and in no case shall the evaluated merit for the affiliated institution compromise the University’s abilities to acquire the best contract.
Alcohol, Drugs and Hazardous Materials
All purchases of drugs, alcohol, and hazardous materials are to be made in compliance with Federal and State laws.
Procurement will work with Environmental Health and Safety in order to assure that such products are shipped, stored and handled in accordance with University safety policies.
University-operated Bookstores, located on each campus, have authority to purchase certain goods without the prior consent of Procurement.
These Bookstores may sell items that assist the students in their study or pleasure, such as office supplies, calculators, books, manuals, study aids, computers, wearing apparel, packaged food products, etc. The Bookstore Manager may purchase these items for resale to individuals without taking competitive bids when necessary.
Students, faculty, staff, alumni and family members, and the general public may purchase these products from the Bookstore, provided personal funds are utilized.
Emergency purchases or items that are not available from other Procurement approved University supply or service centers may be purchased from the University Bookstores.
Computing Equipment and Software
All construction requirements, whether for repairs, remodeling or new construction, shall be handled as outlined in the Facilities Management Policies and Procedures Manual.
When it is in the University’s best interests, the University may enter into cooperative purchasing arrangements for acquisition of goods and services with any public entity or group and execute respective contracts under those agreements providing that the procurement methods and procedures of such entity or group are comparable to those of the University.
The University may also use pre-existing procurement contracts of public entities or groups when the procurement methods and procedures are comparable to those of the University, and all parties (sellers and buyers) are in agreement that the University is eligible for pricing, terms and conditions of these agreements.
The University may procure supplies and equipment for use at the University of Missouri-Columbia Hospital and Clinics at contract prices arrived at through bids or negotiations by the University Hospital Consortium of Atlanta, Georgia, when in the best interests of the University.
Procurement will ensure that the procedures used to determine a contract award, and the terms and conditions of the contracts are comparable to University policies and procedures.
University personnel may make emergency purchases in cases that have or could impose significant provable loss to the University or where human life or property is endangered. When an emergency condition arises, and the need cannot be met through normal procurement methods, the emergency purchase shall be made with such competition as is feasible under the circumstances. Whenever practical, approval of the Chief Procurement Officer shall be obtained prior to the purchase.
The person responsible for the emergency purchase shall provide written documentation stating the basis of the emergency purchase and for the selection of the particular contractor. A written account of the emergency circumstances shall be sent promptly to the Chief Procurement Officer as soon as possible. Normal purchasing procedures shall be followed as soon as the emergency is over.
Government Surplus Property Program
Certain items of property and equipment are available at significant cost savings through the Government Surplus Property Programs. This policy defines the conditions governing the acquisition and use of property and equipment available through this program.
University Surplus Property
- Shall monitor all governmental surplus property purchases, Federal or State, to insure adherence to the policies of these agencies of acquisition, utilization, and disposal of the property.
- May purchase State and Federal surplus property up to $100,000 per bid or as a sole source. Purchases over $100,000 must have approval of the Chief Procurement Officer.
- Shall coordinate their own program with the Government Agencies of Surplus Property.
All rules and regulations imposed by the Federal Government or the State Agency on Surplus Property shall be adhered to, and these rules and regulations shall be disseminated to all departments using property acquired under this program.
It shall be within the jurisdiction of the Chief Procurement Officer to authorize University personnel to sign receipts for, and take possession of any property from Government Surplus Property Programs.
University property received that has a government value of $5,000 or more regardless of the acquisition cost shall be considered inventorial items of equipment and must be reported to the Inventory Control Department.
For items that have use restrictions, see Acquisition by External Sponsors section in this policy.
The libraries on each campus and the Library Systems Office are authorized to issue purchase orders on library materials funds for the acquisition of specific items. These items include books, periodicals, documents, electronic resources, institutional memberships, interlibrary loan fees, and other materials the libraries make available to their users. The campus libraries and the Library Systems Office are authorized to execute license agreements as needed for these purchases in accordance with University purchasing policies and procedures.
All other purchases, including leases, rentals, software licensing and service contracts, must be made in the form, format and method as authorized by the Chief Procurement Officer in accordance with University purchasing policies and procedures.
All purchases made at off-campus facility sites are required to abide by the University of Missouri procurement policies and procedures and any campus specific procedures.
The purchase of radioactive materials shall be made only for those having an active authorization issued by Environmental Health and Safety and/or the Campus Radiation Safety Committee for the material, quantity and form being requested.
All agreements and contracts associated with service and maintenance of equipment for continuous, efficient operation, must be reviewed and authorized by Procurement. Equipment typically covered by service agreements includes such items as office equipment, computing equipment and software, and specialized research equipment.
At the discretion of the Chief Procurement Officer and campus Vice Chancellors for Administrative Services/Managerial & Technological Services, each campus may have supply centers which provide specific supplies and/or services for sale only to University departments. Items offered through such a supply center shall not be in conflict with system-wide supply contracts or in any way diminish the strategic sourcing initiatives promulgated by Procurement.