Purchasing Policies
& Guidelines for GHC Staff:
Requests for Goods
and Services
All requests for goods and services
purchases that are not purchased on Grays Harbor College purchasing
card shall be submitted on a purchase requisition. Memberships
and conference registrations must be submitted on a requisition
with attached meeting announcements and/or registrations forms.
All requisition forms need to be submitted to the appropriate
division chair or supervisor for approval. After division chair
or supervisor approval, requisitions will be forwarded to the
Vice President for Administrative Services, or Dean for Financial
Services for final approval. After final approval, requisitions
will be submitted to the Purchasing Office for processing. Requestors
will receive a copy of the requisition and completed purchase
order when orders and/or services have been processed.
Purchase orders will be processed
in an efficient manner, unless the dollar amount reaches a specific
limit, established every other year by the Department
of General Administration. When purchase requests reach a specific limit
they must be competitively solicited. Price quotes or
formal solicitations will be submitted to vendors when this limit
is met. Please contact the Purchasing Office to discuss
goods and services solicitation requirements. This procedure
is audited, in order for this process to be valid, requests for
quotes or bids must be made by the Purchasing Office. After
the Purchasing Office has received solicitations from interested
vendors, the Purchasing Office will adjust the purchase requests
as needed to reflect changes. If necessary, vendor quote
or bid responses will be submitted to the requester for evaluation. Purchases
will not be made without requestor’s approval.
All purchases will be delivered to
Grays Harbor College Receiving Office for itemization. All
shipments will be checked for order accuracy and damage. Equipment
will be added to the GHC inventory. The Receiving Office
will deliver goods to requestor.
Petty Cash
The petty cash process may be utilized when employees need an
immediate purchase costing $50 or less. If purchases are under
$20, the appropriate budget manager must sign the requisition.
After approval, the requisition along with an itemized receipt
may be submitted to cashiers for immediate payment. If purchases
are between $21 and $50, requisitions must be signed by both
the approving budget manager and the Dean for Financial Services
or the Vice President for Administrative Services. After approval,
the requisition along with an itemized receipt may be submitted
to accounts payable for processing.
Client Service Contracts
As directed by the Office
of Financial Management, contracts must be established
for services provided directly to clients (students) of state
agencies. Services may be (but not limited to) interpreter
services and student training programs. Employees need to contact
the purchasing office to ensure rule compliance. The purchasing
office will develop a “Client Service” contract
as needed. If an employee wants to create client service contracts
he/she must attend training. This procedure may be audited.
As directed by the Office of Financial
Management, special regulations and requirements must be met
for professional or technical services provided by a consultant
to accomplish a specific study, project, or task. “Personal Services” are
categorized as non routine or non repetitive in nature. Employees
need to contact the purchasing office to ensure rule compliance.
If an employee wants to create personal service contracts he/she
must attend training. This procedure may be audited.
State ethics regulation: No
employee may accept gratuities from vendors. Gratuities
include supplier-paid trips, meals, candy, fruit, alcohol, calendars,
clothing, plants, or any advertising items for individual use. Employee
may accept reference catalogs, product samples for testing, and
admission to product shows, provided they foster the best interest
of the state and are of no economic gain to the employee.
If you have
questions, please contact Jackie Blumberg at (360) 538-4037.
Purchasing Policies/Guidelines
of Interest to Vendors:
Grays Harbor College purchasing
policies are directed by the State of Washington and internal
policies.
Purchases of
goods and some services under $3,300 are allowed without price
quotes or bids. The price quote limit is determined by RCW
43.19. The dollar limit may change from year to year. Guidelines
for bid and quote limits are issued by the Department of General
Administration. The
Purchasing Department requests price quotations under the $3,300
limit, if it is in the best interest of the college. If
the purchase dollar amount exceeds $46,200 electronic or web
based formal bids must be issued. Formal bids require Grays
Harbor College to publicly advertise. Grays Harbor College
utilizes State of Washington contracts and other agreements for
purchases.
OMWBE
Participation Plan
Grays Harbor College complies with RCW 39.19
and WAC 329 in regards to minority and women owned businesses. If
you are interested in becoming certified visit: http://www.omwbe.wa.gov/.
Technology related
purchases above $3,300 are made from contracts issued by Washington
State Department of Information Services and the Center for
Information Services. Technology
related purchases may be competitively solicited.
Personal Service
Contracts issued by the college require competition if the
contract will exceed $5,000. Rules and regulations pertaining
to Personal Service and Client Service contracts are mandated
by the Office of Financial Management.
Limited Public Work projects are
conducted by Grays Harbor College if the project amount is $35,000
or under. The vendors we utilize must be on the Small Works Roster
provided by General Administration, Department of Engineering
and Architecture. If you are interested in becoming a vendor
on the statewide Small Works Roster or bidding on State of Washington
projects visit: http://www.ga.wa.gov/construction/index.html.
Major public works and projects
above $35,000 are handled through Washington State General
Administration Department of Engineering and Architecture
Credit
Application Information
Standard Terms and Conditions
Purchasing Contacts:
Jackie Blumberg, Procurement and Supply Specialist
(360) 538-4037
jblumber@ghc.edu
Penny James, Office Assistant 3
(360) 538-4034
pjames@ghc.edu
