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Procurement Committee Guidelines
The
Associated Colleges of the Twin Cities Procurement Committee shall
adhere to the following guidelines:
Membership
The
Procurement Committee shall consist of a purchasing representative from each of the five
benefiting institutions: Augsburg College, Hamline
University, Macalester College, The College of St. Catherine, and the
University of St. Thomas, as defined by the Articles of Incorporation of
Associated Colleges of the Twin Cities (amended May 14, 1996).
Participation
Participation
in group purchasing discussions is limited to the five ACTC benefiting institutions
and the associated institutions signing the Purchasing Associate
Institution Agreement. ACTC purchasing associates may participate
in purchasing discussions, but only the benefiting institutions may vote
on contracts. Current associate institutions include:
Concordia University-St. Paul
Minneapolis College of Art and Design
William Mitchell College of Law
St. Olaf College
Gustavus Adolphus College
Carleton College
Purpose
The
purpose of the Procurement Committee is to organize, prioritize, investigate and implement
joint purchases of services and goods that are financially or otherwise
advantageous to the benefiting institutions and/or associates. The
Procurement Committee may also engage in other activities related to the
purchasing functions which are mutually advantageous.
Operating Policies and Procedures
Operating
policies and procedures of the Procurement Committee will be set by
a simple majority of the representatives from the benefiting
institutions. ACTC office personnel shall follow operating
policies and procedures of the committee when evaluating potential
contracts or implementing approved contracts, and when performing other
duties in support of current and/or potential contracts.
Meetings
The Procurement Committee will
plan to meet
once a
month at a time determined annually beginning with the term of the new
chair. Purchasing associates are invited to participate in three
meetings per year.
Chair
The
Chair position of the committee will rotate annually among the benefiting
institution representatives from June 1 through May 31st.
Process
for Bid/Contract Participation
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It
is not the policy of the Procurement Committee to meet with individual vendors for sales
presentations at the regular monthly meetings as a group. The one exception
may be when the committee deems it necessary to determine what company
will be awarded a contract at the end of a bidding process. Sales
presentations by potential, but unsolicited vendors are handled on
an individual basis by each institution or ACTC office staff.
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The individual committee representative will discuss
specification preparation and approval recommendation with the user
departments at their institution.
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All
institutions considering participation in a contract will agree
on product specifications, bid instructions, contract length, and
vendor list. The decision to renew or rebid a contract will be
based on the results of a vendor evaluation process. Items
considered are: market survey; availability of vendors; company
professionalism; service history and price history.
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The Procurement Committee will survey the benefiting institutions
and associates prior to sending out a Request for Proposal (RFP) to
determine that there is sufficient interest to warrant a contract
and determine the anticipated purchases by the interested parties to
provide to prospective vendors.
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All
bids are closed to the public and will be reviewed jointly by the
Procurement Committee and the user departments.
The bids and bidding results must be kept in strict confidence by all
Procurement Committee members, associates and user departments.
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All contracts to be implemented by ACTC must be approved by a
majority vote of the members of the Procurement Committee. A
vote to approve the contract does not require the use of the
contract by the institution, but it does indicate that the contract
will benefit a significant number of the benefiting institutions and
associates.
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In the event of conflict on a contract between the supplier and a
participating institution, the purchasing representative of that
institution must notify the committee chair and the ACTC office
immediately. Conflict may include poor performance on
delivery, substitutions of products without consent, price variance
from contract, etc. A reasonable amount of time must be
allowed for resolution of the conflict, as specified in the
agreement document. Documentation of the conflict should be
provided as soon as possible.
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An audit of contract compliance is required at the close of the
contract period. The contracted vendor will provide the ACTC
office with usage verification of the quantity or dollar amount
annually during the contract period.
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Exceptions will be granted on the basis of extenuating circumstances
by a simple majority of the Procurement Committee. In the
event that a member requests to withdraw from a contract, the
institution must provide a 30-day written notice including reasons
for such action.
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Withdrawal from a contract will
initiate a review of the contract by the Procurement Committee to
determine if there is still sufficient interest in the contract to
retain the contract.
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ACTC and the Procurement Committee
are committed to maintaining purchasing and business practices in
accordance with the National Association of Educational Procurement's
code of ethics. Award of ACTC contracts will be made with full
consideration toward minority, women-owned and otherwise disadvantaged
businesses. ACTC and the Procurement Committee are committed to
the latest in technology and current best practices to the fullest
extent possible. Electronic ordering, e-commerce, procurement
cards, billing and connection to vendor electronic catalogs are areas of
technology and practice to be advanced and promoted.
Code
of Ethics
The
Procurement Committee will abide by the NAEP Code of Ethics,
including maintaining confidentiality of all activities as listed below:
1. Give first consideration to the objectives and policies of my
institution.
2. Strive to obtain the maximum value for each dollar of
expenditure.
3. Decline personal gifts or gratuities.
4. Grant all competitive suppliers equal consideration insofar as state
or federal statute and institutional policy permit.
5. Conduct business with potential and current suppliers in an
atmosphere of good faith, devoid of intentional
misrepresentation.
6. Demand honesty in sales representation whether offered through the
medium of a verbal or written statement, an advertisement, or a sample of
the product.
7. Receive consent of originator of proprietary ideas and designs
before using them for competitive purchasing purposes.
8. Make every reasonable effort to negotiate an equitable and mutually
agreeable settlement of any controversy with a supplier; and/or be willing
to submit any major controversies to arbitration or other third party
review, insofar as the established policies of my institution permit.
9. Accord a prompt and courteous reception insofar as conditions permit
to all who call on legitimate business missions.
10. Cooperate with trade, industrial and professional associations, and
with governmental and private agencies for the purposes of promoting and
developing sound business methods.
11. Foster fair, ethical and legal trade practices.
12. Counsel and cooperate with NAEP members and promote a spirit of
unity and a keen interest in professional growth among them.
Updated 3/07
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