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This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and universities.

Chapter 3344-65 | Uniform Purchasing Policies

 
 
 
Rule
Rule 3344-65-01 | General scope and procurement authority.
 

(A) It is essential to follow uniform purchasing policies throughout the university in order to maintain standards of efficient business practice and good relationships within the university as well as with outside vendors and suppliers. Furthermore, a public educational institution has a responsibility to the taxpaying public, as well as to its students, faculty, and staff. It shall conduct its business fairly, in accordance with state regulations and university policy.

(B) Purchasing services is responsible for approving all quotations, selecting suppliers, and placing all purchase orders for any division, department, or office of the university. Purchasing services has delegated authority to the law library and main library to directly purchase books and periodicals only (up to the current bid threshold). Failure to follow university purchasing policies and procedures may result in revocation of this delegated authority. MagnusMart will also verify availability of funds, via its electronic budget checking function, for any purchase prior to issuance of a purchase order. To avoid delays, please ensure that sufficient funds are available for the purchase or another arrangement has been made with the controller's office, before submitting the requisitions.

(C) MagnusMart is the university's primary purchasing system. Purchasing activity outside of MagnusMart must be approved by the senior vice president for business affairs and finance.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-02 | Definitions for procurement terms.
 

(A) "Bid" is defined as a prospective vendor's sealed submission to the university, including specifications of the product(s) (or construction project) to be delivered, and the cost for which the prospective vendor would agree to deliver it.

(B) "Proposal" is a prospective vendor's description of the professional services it would provide in response to the university's request (request for proposal), including supporting information such as the prospective vendor's qualifications, previous experience, the ways in which the proposed solution would satisfy the university's needs, and (for services other than professional design for construction) the proposed fee structure.

(C) "Competitive bidding" is the process of obtaining sealed bids for contract award, either through adherence to the process defined in Chapter 153. of the Revised Code (for public improvements), or through the competitive bidding process set forth in rule 3344-65-16 of the Adminstrative Code.

(D) "Competitive selection" is the process of selecting a service provider through advertising and receipt of proposals. This is done either through adherence to the process defined in Chapter 153. of the Revised Code (for public improvements), or through the competitive selection process set forth in rule 3344-65-16 of the Adminstrative Code (invitation to bid)..

(E) "Request for quotation" is a formal request to vendors for specific items or a small project. The format typically covers defined item(s) to be purchased, number of items and per unit cost. A request for quotation is similar to bid terms, but applicable to purchases below bid threshold.

(F) "Request for qualifications (RFQ)" is a formal request to vendors to submit their qualifications for a particular service or project.

(G) "Minority business enterprise" (MBE) is a for-profit company that has been in business for longer than one year and is at least fifty-one per cent owned and controlled by a minority person(s) as defined by the state of Ohio, certified by the equal opportunity coordinator of the state of Ohio.

(H) "MagnusMart" is the electronic purchasing system used by the university.

(I) "Purchaser" means an employee authorized by their department to make purchases on the department's behalf.

(J) "Bid threshold" is the value of a purchase above which a competitive bidding or competitive selection process is required pursuant to rule 3344-65-16 of the Administrative Code. The bid threshold for goods, supplies and services is forty-nine thousand nine hundred ninety-nine dollars.

(K) "Responsive vendor" is a vendor whose solicited bid or proposal is in substantial conformance with the conditions, requirements and specifications detailed in the invitation to bid or request for proposal.

(L) "Responsible vendor" is a vendor qualified on the basis that it has adequate resources to perform a contract; is able to comply with associated legal or regulatory requirements; is able to deliver according to the contract schedule; has a history of satisfactory performance; has a good reputation regarding integrity; has or is able to obtain necessary resources to fulfill the contract; and is otherwise eligible and qualified to be awarded the contract.

(M) "Purchasing agent" is an employee in purchasing services that assists in the selection and purchase of goods and services by gathering information about products, prices and vendors. Also, distributes invitations to bid and requests for proposals and receives responses from vendors in the form of bids and proposals.

(N) "Vendor" is a person doing business with the university or seeking to do business with the university.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 5/1/1986
Rule 3344-65-03 | BuyOhio.
 

(A) In accordance with sections 125.09 and 125.11 of the Revised Code, the university shall give preference to Ohio vendors, vendors from a "border state," and vendors that qualify as having a significant Ohio economic presence.

(B) A "border state" means any state that is contiguous to Ohio and that does not impose a restriction greater than Ohio imposes pursuant to sections 125.09 and 125.11 of the Revised Code on persons located in Ohio selling product or services to agencies of that state. The Ohio department of administrative services current recognizes the following "border states": Michigan, Kentucky, Pennsylvania, Indiana, and New York.

(C) "Significant Ohio economic presence" means business organizations that: 1) pay required taxes to the state of Ohio; 2) are registered and licensed to do business in the state of Ohio with the office of secretary of state; and 3) have ten or more employees based in Ohio, or seventy-five per cent or more of their employees based in Ohio.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-04 | Tax exempt status.
 

Cleveland state university is exempt from paying Ohio sales tax under section 5739.02 of the Revised Code (there is no specific exemption number) and the purchaser should inform the supplier of that fact. In the event the vendor requires a tax exemption certificate, it is obtainable from purchasing services.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 8/7/1989
Rule 3344-65-05 | Purchases below bid threshold.
 

(A) Small purchases

Small purchases valued at ten thousand dollars or below are exempt from the competitive process.

(B) Goods below bid threshold

For goods to be purchased between ten thousand one dollars and forty nine thousand nine hundred ninety-nine dollars, a minimum of two quotes, one from an MBE, shall be acquired, when possible. If not possible, a brief written explanation shall accompany the requisition. One or more quote(s) are provided by the department and the others by purchasing, with the lowest, responsive vendor becoming the vendor of choice. The process of selecting the lowest quote is subject to a procedural override at the vice president level, if determined to be in the best interests of the University.

(C) Services below bid threshold

For purchase of services between ten thousand one dollars and forty-nine thousand nine hundred ninety-nine dollars, the department should supply a minimum of two quotes, one from an MBE, where possible, for the identical scope of work, reviewable by purchasing. If not possible, a brief written explanation shall accompany the requisition. The most advantageous quote becoming the vendor of choice.

(D) Purchases above the bid threshold require competitive bidding or competitive selection in accordance with rule 3344-65-16 of the Administrative Code.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 5/1/1986, 8/4/2005
Rule 3344-65-06 | Procurement of microcomputers.
 

(A) Purchasing services has the authority to join cooperative purchasing organizations, defined as an arrangement to aggregate purchases to get lower prices from suppliers, provided, that such cooperative purchasing organizations use contracts that conform to the legal requirements for contracting with the state of Ohio. A list of contracts available to the university through cooperative purchasing groups is available from purchasing services.

(B) Contracts established by the state of Ohio, office of purchasing, are also available to the university. A list of state of Ohio contracts is available on the state of Ohio website at http://procure.ohio.gov/proc/currentContracts.asp.

(C) Prior to issuing an invitation to bid or a request for proposal, purchasers must review whether a cooperative purchasing contract or state contract exists for the goods or services to be purchased. Purchasers must use such available contracts when it is advantageous to the university to do so.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-07 | Mandated vendors.
 

(A) Purchasing services may enter into price agreements with vendors for commonly-purchased goods and services.

(B) In situations where a price agreement exists and the controller has determined that significant savings may be realized by the use of such price agreement, the controller may require that all purchases of certain goods and services be made from certain mandated vendors.

(C) Exceptions to the requirement to purchase from mandated vendors pursuant to this rule may be approved by purchasing services when it is demonstrated that another vendor provides goods and services that are more advantageous to the university than those offered by the mandated vendor.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-08 | Equipment purchases.
 

(A) All requests for purchases of equipment, defined as non-expendable, tangible, personal property having a useful life of more than one year and an acquisition cost of five thousand dollars or more shall be initiated by a purchase requisition. The university is required to maintain an inventory of all equipment and the utilization of the purchase requisition ensures that the property control department is automatically notified of such acquisitions.

(B) Equipment improvements that increase non-expendable value to five thousand dollars or more shall be added to that valuation when identifiable. Increases to valuation can include costs such as shipping/delivery/installation charges (example: a server that has memory added.) These are considered assets that shall be maintained by property control, as stated in paragraph (A) of this rule.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 5/1/1986
Rule 3344-65-09 | Additional approval for certain purchases.
 

(A) Certain purchases require additional approval. Guidance describing the additional approvals required is set forth in the following table.

PurchaseGuidance
Furniturehttp://www.csuohio.edu/offices/architect/furniture/
Outsource services / external hostinghttp://www.csuohio.edu/offices/ist/technologypolicies/outsourcing-hosting services_security_checklist.pdf
Signagehttps://www.csuohio.edu/architect/signage-standards
Microcomputershttps://www.csuohio.edu/hardware-software/ist-hardware-procurement-procedure
Environmental, health & safety itemshttp://www.csuohio.edu/ehs/ehs

(B) Electronic and information technology purchases

(1) Cleveland state university has a responsibility to make our programs and services accessible to persons with disabilities in accordance with the Americans with Disabilities Act of 1990, the Rehabilitation Act of 1973 and related regulations and state law.

(2) Software and hardware considered electronic and information technology (EIT) must be evaluated for access to persons with disabilities before purchase of such technology may commence.

(3) The information services and technology department shall issue purchasing guidelines for the acquisition of EIT. All parties purchasing EIT must comply with those purchasing guidelines.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-10 | Personal purchases.
 

No purchaser may make a purchase for the personal benefit of university employees or other private persons, whether or not the university is reimbursed for the purchase. Those found in violation of this rule may be subject to disciplinary action.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 8/4/2005
Rule 3344-65-11 | Contracts.
 

(A) No university employee outside of purchasing services has the authority to enter into purchase contracts, or in any way to obligate Cleveland state university for procurement indebtedness unless specifically authorized to do so by the board of trustees, either by general policy or specific resolution. Any such actions shall be considered an unauthorized purchase and the individual could be personally liable for the purchase in accordance with section 3.12 of the Revised Code.

(B) Any and all contracts shall be reviewed and approved as to legal form by the office of general counsel. Contracts executed without review may be deemed outside the employee`s authority and result in personal liability for the contract.

(C) For the purposes of this section contract is defined to include but not be limited to contracts, agreements, vendor terms and conditions and memorandums of understanding,

(D) Execution of contracts for purchases are governed by rule 3344-66-01 of the Administrative Code.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 8/4/2005, 10/10/2016
Rule 3344-65-12 | Gifts and gratuities.
 

Both state law and university policy prohibit the receipt of gifts or gratuities from vendors or others who do business with the university. State law forbids a public servant to "solicit or accept ... anything of value that is of such a character as to manifest a substantial and improper influence upon the public official or employee with respect to that person's duties," division (E) of section 102.03 of the Revised Code.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-13 | Uniform policies regardless of fund source.
 

All funds deposited with the university, regardless of source, are university funds and shall be handled consistently in accordance with university policy. All funds shall be administered by purchasing services in a uniform manner and in conformance with university procurement policies and procedure.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-14 | Major purchases.
 

(A) The early involvement of purchasing services in the initial stages of a contemplated major purchase, defined as having an estimated value above the bid threshold, is required. When a major purchase is under consideration, the purchaser shall provide purchasing services the basic requirements and potential vendors and sources. Purchasing services staff shall research state contracts or cooperative purchasing organization agreements vendors and suggest the use of any such available contracts. The purchasing agent shall work with the purchaser to further define needs and develop an evaluation process. With input from purchasing services, the purchaser shall determine whether the acquisition will be made utilizing an existing contract or whether a formal solicitation must be initiated.

(B) Major purchases related to construction are governed by rules 3344-65-25, 3344-65-26 and 3344-65-27 of the Administrative Code.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 5/1/1986, 8/4/2005
Rule 3344-65-15 | Conflict of interest and ethics.
 

(A) All employees of Cleveland state university, as public servants, shall observe the highest ethical standard in discharging their responsibilities. Employees shall avoid any activity or interest that might reflect unfavorably on an individual's, or the university's, stewardship of public resources, and shall observe those provisions of the Ohio ethics laws that apply to them including, but not limited to, its conflict of interest restrictions.

(B) Any purchase transaction of the university is a public contract. Rule 3344-2-04 of the Administrative Code constitutes the university's conflict of interest statement. That statement sets forth ethical standards for purchasing, including the circumstances in which an employee or other university official may sell goods or services to the university.

(C) The university also subscribes to the following national association of educational buyers code of ethics:

(1) To decline personal gifts or gratuities.

(2) To give first consideration to the objectives and policies of our institution.

(3) To cooperate with trade and industrial associations, governmental and private agencies engaged in the promotion and development of sound business methods.

(4) To demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the products.

(5) To grant all competitive bidders equal consideration; to regard each transaction on its own merits; to foster and promote fair, ethical, and legal trade practices.

(6) To use only by consent original ideas and designs devised by one or more vendor for competitive purchasing purposes, or to pay them for services as a consultant.

(7) To accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 5/1/1986, 3/1/1994
Rule 3344-65-16 | Competitive bidding and competitive selection.
 

(A) This rule applies to all purchases over the bid threshold except:

(1) The procurement of goods and services related to construction and design are governed by rules 3344-65-25, 3344-65-26 and 3344-65-27 of the Administrative Code.

(2) Sole source purchases governed by rule 3344-65-23 of the Administrative Code; and

(3) Emergency procurement governed by rule 3344-65-24 of the Administrative Code.

(B) Prior to issuing an invitation to bid or request for proposal, purchasers are required to consult with purchasing services to discuss the best method of handling specific needs. The purchasing agent is familiar with the various contracts, price practices and discount levels of various vendors. Failure to contact purchasing services will not eliminate the requirement for the formal solicitation and may result in unnecessary delays.

(C) Purchases that exceed the bid threshold, or are expected to do so during the year, require a formal solicitation process. Purchasing services may require a formal solicitation on any requisition when it considers it advantageous to the university. The breaking up of a purchase into individual requisitions to avoid a formal solicitation (pyramiding) is prohibited.

(D) All invitations to bid and requests for proposals shall be publicly displayed on a bulletin board located directly outside of the purchasing services office and on the purchasing services website. Invitation to bids and request for proposals shall be formally advertised at the discretion of purchasing services and/or departments concerned. Invitations to bid and requests for proposals may also be sent directly to prospective vendors.

(E) Invitations to bid and requests for proposals require a minimum of at least fifteen days from the date the bid or proposal is solicited until the date of the opening. Re-bids, if necessary, require a shorter time period. Invitations to bid and requests for proposals will be solicited from, if possible, at least three vendors.

(F) Bids and proposals shall be in writing and received by the specified date and time in the specified location set forth in the invitation to bid or request for proposal. Late responses will not be accepted.

(G) Unless the university elects to reject all bids or cancel the invitation to bid, a contract will be awarded to the lowest responsive and responsible vendor. Purchases pursuant to an RFP will be awarded to the responsive and responsible vendor whose proposal, in the sole discretion of the university, represents the best value and is most advantageous to the university.

(H) If purchases are made through a cooperative purchase agreement of which the university is a part or a state contract, the formal solicitation requirement is considered satisfied.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 3/1/1994
Rule 3344-65-17 | Printing and printed materials.
 

(A) All printed materials shall comply with the current university brand standard. This includes business stationery (letterhead), envelopes, business cards, brochures, pamphlets, bulletins, posters, programs, self-mailers and other direct mail pieces, invitations, news releases, promotional material, advertisements, etc. The university marketing department assists members of the university community by reviewing layouts and designs, and suggesting how the layout may need to be changed to reflect the desired brand standard. Layouts can be hand- delivered, e-mailed, or sent through campus mail to the university marketing department for review. Design services are available free of charge.

(B) Contracts for printing must comply with section 3345.10 of the Revised Code, which requires the university to evaluate all bids received for all contracts for the purchase of printed materials in accordance with section 125.09 of the Revised Code for determining whether bidders will produce the printed material at manufacturing facilities within the state of Ohio or in accordance with the criteria and procedures established for determining whether bidders are otherwise qualified.

(C) Printed material that will be mailed must comply with United States postal standards, as provided by the mail department.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 7/12/2011
Rule 3344-65-18 | Bidding requirements.
 

(A) Under section 125.081 of the Revised Code and accompanying administrative regulations, fifteen per cent of the annual total aggregate purchases of goods and services are to be set aside for bidding only to MBEs. The cooperation of all departments is required and expected in support of the university's supplier diversity initiative, when possible. A list of MBE vendors is available on purchasing services web page or by contacting purchasing services. A list of MBE certified contractors and vendors is available at: http://eodreporting.oit.ohio.gov/searcheodreporting.aspx

(B) The senior vice president for business affairs and finance or designee (SVPBAF) may override the lowest cost quote or bid in favor of selecting the MBE vendor if the SVPBAF determines that the university is falling short of its fifteen per cent MBE spend The procedural override is allowed if selecting the MBE assists in the university meeting the state of Ohio set-aside requirement.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-19 | Printing and printed materials.
 

(A) Under section 123.152 of the Revised Code, five per cent of the annual total aggregate purchases of goods and services are to be targeted for EDGE certified vendors, certified by the equal opportunity department of the state of Ohio. The cooperation of all departments is required and expected in support of this effort.

(B) A list of EDGE certified contractors and vendors is available at: http://das.ohio.gov/divisions/equalopportunity/mbeedgecertification.aspx.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-20 | Minority business enterprise (MBE) set-aside.
 

All university contracts shall include a provision stating that the contractor will not discriminate on the basis of race, sex (including pregnancy), religion, color, age, national origin, veteran and/or military status, genetic information, sexual orientation, gender identity and/or expression, marital status, parental status, ancestry, or disability, against any citizen of this state in the employment of any person qualified and available to perform work and shall not, in any manner, discriminate against, intimidate, or retaliate against any employee hired on account of race, color, religion, sex (including pregnancy) sexual orientation, gender identity and/or expression, marital status, parental status, age, disability, veteran and/or military status, genetic information, national origin or ancestry or any other basis prohibited by law or university policy. Federal subcontracts and federally assisted construction contracts must include additional language pursuant to 41 CFR 60-1.4.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-21 | Approval of purchase orders and change orders.
 

(A) Purchase orders are evaluated and approved by project, by vendor. Purchases over the bid threshold require a competitive bidding or selection process pursuant to rule 3344-65-16 of the Administrative Code.

(B) Purchase orders, including modifications, require the following approvals:

$99,999 or lessassociate director of purchasing operations or if position is vacant, an employee in purchasing services designated by the controller
$100,000 - $200,000Controller
$200,001 - $649,999senior vice president for business affairs and finance
$650,000 - $999,999university president
$1,000,000 or moreboard of trustees

(C) Approval authority is based on the total amount of the purchase.

(D) Execution of contracts for purchases are governed by rule 3344-66-01 of the Administrative Code.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 1/28/2017
Rule 3344-65-22 | Changes to purchase order.
 
This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.
View Rule Text

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-23 | Sole source procurement.
 

(A) Under unusual and infrequent circumstances, purchasing services is authorized to purchase goods without competitive bidding as a sole source purchase.

(B) A sole source purchase is an order for a commodity that can only be purchased from one supplier, usually because of its technology or its proprietary and unique nature.

(C) In the event that an item is considered for sole source purchase by the purchaser, a waiver of competitive bidding form must be completed in MagnusMart. A written explanation is required with the waiver of competitive bidding form stating the reasons that a sole source purchase is justified, including a list of all vendors who have been contacted in an effort to find a compatible item. Services are considered sole source purchases only under the rarest of circumstances and requests shall be subject to additional scrutiny by the office of general counsel.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-24 | Changes to purchase order.
 

(A) Emergency procurement is authorized when the goods or services to be purchased are required to correct or prevent an emergency health, environmental or safety hazard and/or enable the emergency repair or replacement of existing equipment essential for daily operations.

(B) In the event a purchase is needed in an emergency situation, purchasing services will authorize the purchase with approval of the following, based on area affected:

(1) Director of facilities management

(2) Director of public safety

(3) Director of environmental, health and safety

(4) Associate director of purchasing services

(C) Purchases of goods or services of fifty thousand dollars or more require the approval of the associate vice president for facilities and operations or designee, or the controller in the absence of the associate vice president or designee.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-25 | Procurement policy for facility planning, design and construction services.
 

All university procurement of facility planning, design and construction services shall originate with the office of the university architect (OUA).

(A) Definitions:

(1) "Public improvement" means any construction, reconstruction, improvement, enlargement, alteration, demolition, or repair of a building, highway and any other structure or work of any nature by a public authority, (section 1311.25 of the Revised Code). All projects requiring the services of a professional engineer and/or licensed architect, or requiring a building permit constitute a public improvement. Also included are painting, carpeting, signage and other changes to the building interior or exterior.

(2) "Estimated project cost" - in developing a project budget, be aware that budget costs are categorized into several cost groupings. The most basic of these shall include:

(a) "Soft" costs, which include items directly related to construction (e.g., all architect and engineering fees, permits, quality assurance testing, etc.).

(b) "Firm" costs, which include related expenses, but not necessarily actual construction (e.g., land, independent studies, furnishings, equipment, etc.).

(c) "Hard" costs, which include bricks and mortar (construction contracts, construction contingency, etc.).

(B) Owner reserves, which include funds for the unexpected, shall also include a "bid reserve contingency" of not less than ten per cent of the construction budget, unless approved by the university architect.

(C) Chapter 153. of the Revised Code is state law presiding over contracting for both design and construction services for public improvements. The statutory code may be found at the following website: http://codes.ohio.gov/orc/153. The application of this chapter is detailed in the state architect's office manual http://das.ohio.gov/divisions/generalservices/statearchitectsoffice/saomManual.aspx).

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-26 | Bidding requirements for public improvements.
 

(A) The university's bid process for public improvements will follow the state of Ohio's process as described in the Ohio facilities construction commission manual. The OUA reserves the right to use Chapter 153. of the Revised Code, competitive bidding procedures, if there is reasonable concern as to whether the aggregate cost could exceed the threshold.

(B) Estimated project cost below fifty thousand dollars: The OUA project manager shall:

(1) Obtain quotes from three contractors, when possible.

(2) Prepare a purchase requisition in MagnusMart for the contractor with the lowest cost.

(3) Submit request along with the two unused quotes or non-responses.

(C) Estimated project cost over fifty thousand dollars, but below two hundred thousand dollars: the OUA project manager shall:

(1) Prepare a work scope defined in a request for quotation.

(2) Issue the request for quotation to the selected contractors and publically post the request for quotation.

(3) Review responses to request for quotations and determine apparent lowest responsive and responsible party.

(4) Create a purchase requisition in MagnusMart.

(D) Estimated project cost over two hundred thousand dollars shall be competitively bid per Chapter 153. of the Revised Code, and, as such, a public bid advertisement is required.

(E) See the Ohio facilities construction commission manual for details on process: http://ofcc.ohio.gov/.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 11/12/2013
Rule 3344-65-27 | Procurement of professional design services.
 

(A) Definitions:

(1) "Professional design firm" means any person legally engaged in rendering professional design services.

(2) "Professional design services" means services within the scope of practice of an architect or landscape architect registered under Chapter 4703. of the Revised Code or a professional engineer or surveyor registered under Chapter 4733. of the Revised Code.

(3) "Qualifications" means all of the following:

(a) For a professional design firm, competence to perform the required professional design services as indicated by the technical training, education, and experience of the firm's personnel, especially the technical training, education, and experience of the employees within the firm who would be assigned to perform the services;

(b) Ability of the firm in terms of its workload and the availability of qualified personnel, equipment, and facilities to perform the required professional design services or design-build services competently and expeditiously;

(c) Past performance of the firm as reflected by the evaluations of previous clients with respect to such factors as control of costs, quality of work, and meeting of deadlines;

(d) Any other relevant factors as determined by the university.

(B) Procurement process for projects with an estimate professional design fee of less than fifty thousand dollars:

(1) For projects with an estimated professional design fee of less than fifty thousand dollars, the following procurement process shall be followed:

(a) The OUA project manager shall select a single design professional or firm from among those that have submitted a current statement of qualifications within the immediately preceding fiscal year based upon OUA's determination that the selected design professional or firm is ranked the most qualified to perform the required professional design services using the definition of "qualifications" set forth in paragraph (A)(3) of this policy; and

(b) The university and the selected design professional or firm negotiate a contract at a compensation determined in writing to be fair and reasonable to the university; and

(c) Contract negotiations are directed toward: (i) ensuring that the professional design firm and the university have a mutual understanding of the essential requirements involved in providing the required services; (ii) determining that the professional design firm will make available the necessary personnel, equipment, and facilities to perform the services within the required time; and (iii) agreeing upon compensation that is fair and reasonable, taking into account the estimated value, scope, complexity, and nature of the services.

(2) The university shall not contract with any one professional design professional or firm for more than fifty thousand dollars of services in any one fiscal year using this policy.

(C) For projects with an estimated professional design fee of over fifty thousand dollars, procurement shall follow sections 153.66 to 153.70 of the Revised Code.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Prior Effective Dates: 10/10/2016
Rule 3344-65-28 | Purchasing card.
 

(A) Purchasing services and users authorized by the controller have the authority to use a university purchasing card or power card to pay vendors.

(B) The controller shall develop rules related to purchasing cards that govern which employees are authorized to use purchasing cards and how credit limits are established.

(C) University purchasing cards may not be used to make cash withdrawals, nor may they be used for personal purchases.

(D) Violations of the rules related to purchasing cards may lead to discipline up to and including termination of employment.

Supplemental Information

Authorized By: 111.15
Amplifies: 3344
Rule 3344-65-29 | Debarment.
 
This rule was filed with the Legislative Service Commission in PDF format and is presented here as filed.
View Rule Text

Supplemental Information

Authorized By: 111.15
Amplifies: 3344