Procurement Manual

The Procurement Manual combines information and requirements from various sources that effect the procurement process into an easily accessible format. The manual seeks to provide individuals with responsibility related to procurement an easily accessible document to understand procurement requirements for the majority of procurements that they may be involved with.

Procurement Manual

Section 1: General Policies

1.1 Responsibilities of the Procurement Department
1.2 Rational for Centralized Procurement and the Bid Process
1.3 General Procurement Policies
1.4 Prepayments - Payment Terms
1.5 Employee Reimbursements
1.6 Responsibilities of the Requesting Department
1.7 Financial Commitment
1.8 Policy on Codes of Conduct for University Vendor Relationships
1.9 Ethical Practices and Conduct of Employees
1.10 Dollar Limits – Procurement Type
1.11 UMass Logos – Trademarks – Licensing
1.12 Emergency Procurement – Financial Commitment
1.13 Equipment – Disposition/Disposal
1.14 Tax Exempt Status

Section 2: BuyWays

2.1 The BuyWays eProcurment Solution
2.2 Requisition Approval& Return Policy‌‌
2.3 Commodities Requiring Additional Approval
2.4 Account & Commodity Codes
2.5 Vendors
2.6 Split Funded Purchases
2.7 Blanket Purchase Orders
2.8 BuyWays User Guides
2.9 Punch-out Vendors

Section 3: State, MHEC & University Contracts

3.1 Utilization of University, State & Consortium Contracts
3.2 Obtaining Quotes from Contract Vendors
3.3 Entering Requisitions for Contract Vendors
3.4 University & Campus Contracts
3.5 Massachusetts State Contracts
3.6 MA Higher Education Consortium (MHEC)/ E&I Cooperative Service Contracts

Section 4: Equipment & Supplies

4.1 Definition of Equipment4.1 Definition of Equipment
4.2 Dollar Limits for Supplies & Equipment
4.3 Purchase Process (steps) for Equipment
4.4 Vehicles Purchases & Leases
4.5 Equipment Maintenance & Repair
4.6 Equipment Rental, Lease, Lease to own
4.7 Requesting Quotes for Equipment
4.8 Entering Requisitions for Equipment
4.9 Receiving, Tracking & Disposal of Equipment
4.10 Account Commodity Codes for Equipment
4.11 Non Competitive Award Justification (NCAJ) for Equipment

Section 5: Services

5.1 Types of Services & Requirements
5.2 Dollar Thresholds for Services
5.3 Process to Obtain Services (steps - Performers)
5.3 Process to Obtain Services (steps - Regular Services)
5.4 Checklist for Services
5.5 Independent Contractors
5.6 Requisitions for Services
5.7 Non Competitive Award Justifications(NCAJ) for Services
5.8 Guest Lecture, Speakers and Performers
5.9 Account & Commodity Codes for Services
5.10 Legal Services
5.11 Amendments to a Contract for Services

Section 6: Labor & Construction

6.1 Introduction to Labor & Construction
6.2 - Requirements Chart for Construction Projects (M.G.L c. 149)
6.3 - Requirements Chart for Public Works Projects (M.G.L. c. 30, § 39M)
6.4 - Process to Obtain Construction & Public Works Contracts
6.5 Emergency Procurement for Construction and Public Works Projects
6.6 - Trade Labor Contracts
6.7 Designer Selection Law

Section 7: Information Technology

7.1 IT Procurement Policies
7.2 Dartmouth Policy BUS-C13-005 IT Purchasing Policy
7.3 Obtaining Quotes for IT Hardware & Software
7.4 Information Technology Equipment Requisitioning Procedure

Section 8: Other Commodities

8.1 Controlled Substances- Hypodermic Syringes- Needles
8.2 Employment Ads
8.3 Printing - Photocopying – Duplicating
8.4 Rental of Banquet Facilities
8.5 Rental and Lease of Space

Section 9: Hazardous Materials & Related Services

9.1 Ordering, Receipt & Tracking of Chemicals
9.2 Removal of Chemicals
9.3 Radioactive – Radiation Products - Equipment


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