Procurement

These thresholds determine how to purchase goods and services at Colorado Mesa University:

• Less than or equal to $1000:
  • Use the procurement card
  • Reallocate on Access On-Line
• Between $1,001 and $10,000:
  • Call the Purchasing Department at 970.248.1337
  • Send a Purchase Request form to the Purchasing Department
  • Purchasing Department will issue a Purchase Order and facilitate purchase with the vendor
  • Goods will arrive and are delivered
  • Accounts Payable receives the invoice, inputs into Banner, and issues the check.
• If greater than or equal to $10,000:
  • Call Purchasing Department at 970.248.1337 because a Purchase Order or contract must be issued to comply with State Fiscal Rules
  • Send Purchase Request Form
  • Purchasing Department will issue the Purchase order and facilitate purchase with the vendor
  • Goods will arrive and are delivered
  • Accounts Payable receives the invoice, inputs into Banner, and issues the check.

OTHER GUIDELINES:

• Purchase of goods greater than or equal to $10,000 must be published as a competitive solicitation
• Purchase of services greater than or equal to $25,000 must be published as a competitive solicitation

EXCEPTIONS TO THE ABOVE GUIDELINES:

• Office Furniture:  Please work with the Purchasing Department on the purchase of all office furniture.
• Microsoft Software:  Any purchase of software must be coordinated with Gene Seitz in the IT department.
• Computers & Peripherals:  The purchase of computers and peripherals must be coordinated with Gene Seitz in the IT deparment.

Colorado Mesa University Purchasing Policies and Procedures

Andy Rodriguez, Assistant Vice President of Auxiliary Services, oversees all contract management and administration for the University.  He must review all contracts for Colorado Mesa University. For questions pertaining to contracts, please contact him at 970.248.1451 or arod@coloradomesa.edu.

 

Standard Insurance Requirements:

A.  The contractor shall obtain, and maintain at all times during the term of this contract, insurance in the following kinds and amounts:

1.  Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of contractor's employees acting within the course and scope of their employment.

2.  Commercial General Liability Insurance written on ISO occurrence form

CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows:

a.  $1,000,000 each occurence;

b.  $1,000,000 general aggregate;

c.  $1,000,000  products and completed operations aggregate; and

d.  $50,000 any one fire.

If any aggregate limit is reduced below $1,000,000 because of claims made or paid, the contractor shall immediately obtain additional insurance to restore the full aggregate limit and furnish to the State a certificate or other document satisfacory to the State showing compliance with this provision.

3.  Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with a minimum limit as follows:  $1,000,000 each accident combined single limit.

B.  The State of Colorado shall be named as additional insured on the Commercial General Liability and Automobile Liability Insurance policies (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent).  Coverage required of the contract will be primary over any insurance or self-insurance program carried by the State of Colorado.

C.  The Insurance shall include provisions preventing cancellation or non-renewal without at least 45 days prior notice to the State by certified mail.

D.  The contractor will require all insurance policies in any way related to the contract and secured and maintained by the contractor to include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against the State of Colorado, its agencies, institutions, organizations, officers, agents, employees and volunteers.

E.  All policies evidencing the insurance coverages required hereunder shall be issued by insurance companies satisfactory to the State.

F.  The contractor shall provide certificates showing insurance coverage required by this contract to the State within 7 business days of the effective date of the contract, but in no event later than the commencement of the services or delivery of the goods under the contract.  No later than 15 days prior to the expiration date of any such coverage, the contractor shall deliver the State certificates of insurance evidencing renewals thereof.  At any time during the term of this contract, the State may request in writing, and the contractor shall thereupon within 10 days supply to the State, evidence satisfactory to the State of compliance with the provisions of this section.

G.  Notwithstanding subsection A of this section, if the contractor is a "public entity" within the meaning of the Colroado Governmental Immunity Act CRS 24-10-101, et seq., as amended ("Act"), the contractor shall at all times during the term of this contract maintain only such liability insurance, as is necessary to meet its liabilities under the Act.  Upon request by the State, the contractor shall show proof of such insruance satisfactory to the State.

LETTERHEAD, ENVELOPES, AND BUSINESS CARD ORDER FORMS

If you would like to order letterhead, envelopes, or business cards, please contact Mike Mansheim at 970-248-1412 or by email at mmanshei@coloradomesa.edu.

 

OTHER PURCHASING FORMS

Colorado Mesa University Tax Exempt Certificate

Purchase Request Form

W-9 Form

Substitute W-9 Form (to request ACH payments)

Colorado Mesa University does not complete credit reports or applications. We do provide a Credit Information Letter for vendors that outlines our credit status. If you have any questions about this please contact the Purchasing Deparment at 970.248.1337.

 

The only approved methods for Colorado Mesa University faculty, staff and students to purchase goods and services is as follows:

1. Official Colorado Mesa University Purchase Order
2. Credit Card purchases with a tax-exempt Commercial Mastercard issued by J P Morgan Chase and bearing the Mesa State College name
3. Formal contract

In order to prevent unauthorized purchases, vendors are cautioned against selling or delivering goods or performing services for the University without having a purchase order, credit card or contract.  Vendors do not have authorization to transact business with the University unless they have received a purchase order, credit card or contract before delivery of goods or materials or performance of a service for theUniverstiy.  The University assumes no responsiblity for payment of any unauthorized deliveries or services.  The only recourse for a vendor will be to collect payment from the individual the goods or services were sold to.

For credit card purchases, please indicate on the face of the invoice the name of the individual, name of department and payment method as credit card; paid in full, zero balance due or any other manner that clearly indicates payment has already been made.

For authorized purchases, deliveries may be made to the address indicated on the purchase order or to other locations as authorized by the College's purchasing department.

To ensure prompt payment the purchase order number must appear on the vendor invoice.  Failure to indicate the University purchase order number on the invoice will delay payment or the invoice may be returned to the vendor.

 

The Purchasing Department oversees the campus procurement card program (Procard).  The Procard is used for small dollar purchases (less than $1,000) for goods and services for the University.  The card is a Visa and is individually issued by US Bank.  The card is the preferred method for small dollar purchases;  it is cost-effective for the University and provides individuals the ability to purchase directly for their campus departments.

Suzanne Ellinwood is the program administrator for the Procard Program.  She can be reached at 970.248.1337 or sellinwo@coloradomesa.edu.

Candace Graus is the Purchasing Program Coordinator, please contact her for information, applications and training schedules at 970.248.1369 or cgraus@coloradomesa.edu.

Tracy Mundy is the reallocation coordinator, please contact her for information on allocating your transactions and questions regarding mapping to Banner at 970.248.1098 or tmundy@coloradomesa.edu.

PROCARD FORMS AND PROCEDURES

Please refer to the following documents for specific procedures and forms related to the Procard program:

Approving Official Procedures

Approving Official Training Powerpoint

Procard Order Log

Procard Program Handbook

Procard Training Powerpoint

Procard Violation Warning Form

APPLYING FOR A PROCARD

If an individual would like to apply for a Procard, please complete the Procard Application and obtain the necessary signatures and credit limit information. Once the form is complete, please send it to Candace Graus in Purchasing.

If you have questions about how to fill out the form, please contact Candace Graus at 970.248.1369 or by email at cgraus@coloradomesa.edu.

 

Colorado Mesa University has negotiated pricing for Office Supplies from the following vendors.  You may set up an online account with either vendor.  If you would like to set up an account, please contact Purchasing at 970.248.1337.

Corporate Express (Staples)

This vendor also has an e-catalog in which you may view our pricing.