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Procurement Process for Federally Funded Purchases

Competition and Order Placement Policies

The following guidelines must be followed by Principal Investigators for the purchase of goods and services.

Purchases less than $2,500

Goods and services that total less than $2,500 may be purchased directly with minimum competition. Pricing, service and product/service quality are equal factors in vendor selection.

All food consumed on campus for meetings, events, etc. should be provided by Creative Dining Services. Purchases of paper, supplies and other office products should be initiated through the Hope Geneva Bookstore.

Orders should be transacted by using a company’s invoicing process. This process provides better record management than using the College’s corporate credit card. Orders transacted by using the College’s corporate credit card may be done only by qualified employees. Information on the corporate credit card can be found on page 10 of the Travel and Entertainment Expense Policy.

Purchases from $2,500 to $25,000

Procurement of goods and services costing from $2,500 to $25,000 should be selected on the basis of informal competitive price quotations from a minimum of two sources. Price quotations may be solicited by telephone or in writing. Pricing, service and product/service quality are equal factors in vendor selection.

All capital equipment ($5,000 threshold) requests must be processed through Business Services.

Purchases greater than $25,000

Procurement of goods and services costing more than $25,000 must be selected based upon written Requests for Proposal (RFP) (sample RFP - Word format). The PI is responsible for intiating the RFP. Copies must be sent to Business Services. Competitive pricing from a minimum of two vendors is required. Pricing, service and product/service quality are equal factors in vendor selection. The Dean of the Division is required to approve all purchases greater than $25,000. Additionally, purchases greater than $100,000 require that the company submitting bids complete a Suspension and Debarment form. This form is found here.

Exceptions to Competition Policies

Sole Source Purchases

Purchases from a single vendor may be made when only one firm can satisfy the product/service requirements. Price is not the determining factor in Sole Source vendor selection.

Emergency Purchases

Emergency purchases are those required to protect life and/or property or to prevent substantial economic loss or the interruption of service. Formal procedures will be waived but competition should be used where possible.