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Contracts & Procurement

Purchasing Guidelines

This is a guide to assist you with day to day handling of purchases on behalf of Pikes Peak State College. By following these guidelines you will be complying with the rules and regulations of the State of Colorado Procurement Code, State Statutes, and Pikes Peak State College's Policies. Remember these are only guidelines; if you have any doubts as to which processing method to use do not hesitate to contact the Purchasing Office for assistance.

Mission Statement
The PPSC Procurement Department is dedicated to managing and providing an efficient procurement process to ensure best value, quality, and timely delivery of goods and services while maintaining the highest level of professional ethics and integrity.

Procurement Code of Ethics

This page contains the purchase process and the ethical practices for employee purchasers.

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State Of Colorado Procurement Code Of Ethics

Any person employed by the State of Colorado who purchases goods and services, or is involved in the purchasing process, for the state, shall be bound by this code and shall:

  1. Avoid the intent and appearance of unethical or compromising practice in relationships, actions, and communications.
  2. Demonstrate loyalty to the State of Colorado (state organization where employed) by diligently following the lawful instructions of the State of Colorado while using professional judgement, reasonable care, and exercising only the authority granted.
  3. Conduct all purchasing activities in accordance with the laws, while remaining alert to, and advising the State of Colorado (state organization where employed) regarding the legal ramifications of the purchasing decisions.
  4. Refrain from any private or professional activity that would create a conflict between personal interests and the interests of the State of Colorado (C.R.S., 18,8,308).
  5. Identify and strive to eliminate participation of any individual in operational situations where a conflict of interest may be involved.
  6. Never solicit or accept money, loans, credits, or prejudicial discounts, and avoid the acceptance of gifts, entertainment, favors, or services from present or potential suppliers which might influence, or appear to influence purchasing decisions.
  7. Promote positive supplier relationships through impartiality in all phases of the purchasing cycle.
  8. Display the highest ideals of honor and integrity in all public and personal relationships in order to merit the respect and inspire the confidence of the State of Colorado and the public being served.
  9. Provide an environment where all business concerns, large or small, majority or minority owned, are afforded an equal opportunity to compete for State of Colorado business.
  10. Enhance the proficiency and stature of the purchasing profession by adhering to the highest standards of ethical behavior.

Additional Guidelines

Fiscal rules require any purchase of $5,000 or more be encumbered prior to any work being completed or goods received. Violations of this nature with a completely documented chain of events are forwarded to and approved by the State Controller prior to payments being made.

It is a violation of State Fiscal Rules to pre-pay for the majority of purchases. Exceptions are made for specific commodities with advance payment limited to a period of one year or less. These exceptions include items such as membership dues, subscriptions, leases, rentals, insurance premiums and software licenses.

The State Purchasing Office has negotiated many pricing agreements with vendors. Always check the State pricing agreement before ordering anything. If an agreement is MANDATORY you have no choice – this is where you need to order from. If the agreement is PERMISSIVE you can contact Purchasing to discuss waiver options. A waiver may be given if there is a significant cost savings but you will need to provide a cost comparison in the form of a quote. The preferred approach is to use the pricing agreement.

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Purchasing Format Guidelines

Guidelines:

  1. Not used for services
  2. Cannot exceed per purchase and monthly transaction limitations, one-time payment
  3. Never to be used for $5000 or more
  4. Cannot be used for travel expenses

Paperwork Required:

Signature or email backup of org code owner showing approval of purchase. See Pcard Handbook for all rules and requirements.

Pcard Handbook

 Guidelines: 

Travel Card Can only be used for travel 

Paperwork Required

Contact Financial Services at502-2102 for more information.

 Guidelines:

  1. Primarily used for goods
  2. $5,000 or less - one-time payment
  3. Reimbursement Tool
  4. Approved advanced pays - i.e.,subscriptions, dues
  5. Need to insure a W9 on file
  6. Use when payment is given to vendor immediately after service (i.e. performance)

Paperwork Required:

  1. Justification for reimbursement approved by org owner
  2. Signature or email backup of org code owner showing approval of purchase.
  3. W9 must be on file

Guidelines:

  1. $5000 or less - one-time payment
  2. Vendor must be given attached terms and conditions

Paperwork Required:

  1. Signature of org code owner showing approval of purchase.
  2. Receiving must be signed off to process payment
  3. Invoice must be attached when sent to Purchasing for payment
  4. W9 and insurance must be on file in purchasing
  5. If no waiver on file,Certification for Personal Services Agreement

Guidelines:

  1. $1000 or more (based on circumstance) -multiple payments
  2. Service or good but vendor must accept form
  3. Vendor must be given attached terms and conditions

Paperwork Required: 

  1. Signature of org code owner showing approval of purchase.
  2. Receiving/partial receiving must be signed off to process payment
  3. Invoice must be received to pay
  4. W9 and insurance must be on file in purchasing
  5. If no waiver on file, Certification for Personal Services Agreement
  6. Over $100,000 contract required or lower based on risk assessment.

Type Of Purchase Guidelines

Additional Paperwork Required: 

Official/Training Function Request and Voucher

Contact:

Financial Services, 502-2102

Additional Paperwork Required: 

Official/Training Function Request and Voucher CCCS Mandatory Contract must be used. If you are paying for catering and a drink is provided with the meal, you MUST ask for Swire Bottling products. If the vendor cannot provide, you will need to have some type of documentation showing you made the request and it could not be filled. ALL other situations you must purchase from the mandatory contract. Bottled water may not be purchased

Contact:

 Financial Services, 502-2102
Auxiliary Services, 502-2447

Additional Paperwork Required: 

Approval in advance

Contact:

Marketing & Communications, 502-2666

Additional Paperwork Required: 

Approval in advance required for printing; ordering source for copiers & paper.

Contact:

Publications & Printing, 502-2186

Additional Paperwork Required: 

Use Office Depot or Staples per State Pricing Agreement 

Contact:

Purchasing Office, 502-2008

Additional Paperwork Required: 

Any time there is a service for the college, we must have an insurance certificate on file in the Purchasing Office that meets the State Requirements.

Contact:

Purchasing Office, 502-2173

Additional Paperwork Required: 

Must be purchased using a PO regardless of dollar amount.

Contact:

Purchasing Office, 502-2008

Additional Paperwork Required: 

Any purchases that affect the building or are attached to the building.

Contact:

Facilities, 502-2189

Additional Paperwork Required: 

Waiver on file or Certification for Personal Services Agreement filled Out

Contact:

Purchasing Office, 502-2008

Additional Paperwork Required: 

Advance Approval from ITSS

Contact:

ITSS, 502- 3006/2430
ITSS Guidelines

Additional Paperwork Required: 

Waiver must be obtained from Department of Personnel

Contact:

Human Resource Services, 502-2006

Additional Paperwork Required: 

Cannot be purchased

Contact:

Purchasing Office, 502-2008

Additional Paperwork Required: 

Only purchased for Student Recruitment

Contact:

Bookstore, 502-2447

Additional Paperwork Required: 

Events off campus - tables must be purchased by the Foundation

Contact:

Foundation, 502-2013

Additional Paperwork Required: 

Use the form located on the portal - must be completed and approved prior to any purchases.

Contact:

 Financial Services, 502-2102

When Bids are Required

Purchasing does all bidding, 502-2008.

Dollar Amount:

$50,000 - $250,000

Type of Solicitation:

 Documented Quote Time frame: Approx 2 weeks

Dollar Amount:

$150,000 or more

Type of Solicitation:

Invitation for Bid or Request for Proposal Time frame:
Approx 4 weeks (IFB) Time frame: Approx 8 weeks (RFP)

Dollar Amount:

$50,000 - $250,000

Type of Solicitation:

Documented Quote Time frame: Approx 2 weeks

Dollar Amount:

$150,000 or more

Type of Solicitation:

Invitation for Bid or Request for Proposal Time frame:
Approx 4 weeks (IFB) Time frame:

Approx 8 weeks (RFP)

Professional Services, (Architect, Engineer, etc.)

Dollar Amount:

$25,000 - $100,000

Type of Solicitation:

Interview Process List Time frame:

Approx 4 weeks

Professional Services, (Architect, Engineer, etc.)

Dollar Amount:

 $100,000 or more

Type of Solicitation:

 Request for Qualifications Time frame:

Approx 8 weeks

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