• Purchasing: AR-3180-A

  • Section 3000: Fiscal Management
    Administrative Regulation: AR-3180-A
    President’s Cabinet (PC) Approval: 3/3/10
    Revised: 8/11/98

    A wide range of supplies, equipment and services is used in the total operation of the College. Purchasing of all materials and services is the responsibility of the Office of Fiscal Operations and as directed by the Manager of Purchasing.

    All purchase orders which comply with Mt. Hood Community College (MHCC) Board policies, administrative regulations and procedures as developed by the president and adopted by the Board will be signed by the manager of purchasing and is a binding contract. All other contracts on behalf of MHCC not specifically required to be signed by the Board chair and clerk of the Board will be signed by the vice president of administrative services or his/her designee.

    The purchasing policy procedures include the following:

    1. Under the provisions of ORS 279.055, the MHCC District Board is designated as the local public contract review board for the College. The Oregon Attorney General’s Model Public Contract Rules Manual, as updated, is adopted as governing purchasing procedures and other matters subject to competitive procurement provisions of law;
    2. The College buys where it receives sound value for its dollar, regardless of the supplier’s location. When the price, quality and service are equal, the suppliers located in-state or in-District will be given preference;
    3. District purchases will be documented by either formal purchase order, purchase card statement or Reimbursement for Payment form.
      1. Purchases over $1,000 will be documented on purchase orders.
      2. Purchases on all capital equipment will be documented on purchase orders.
      3. Purchases under $500 may be made on a purchasing card.
      4. Purchases prepaid by employees will be reimbursed.

        Purchase orders will be preceded by requisitions prepared in budget units and approved by the president or designee. The purchasing department will place the purchase order with the selected vendor. A copy of the requisition or purchase order will be given to the appropriate administrator as required.
    4. All requisition approvals will be made with due regard for the adopted budget.
    5. All purchases for MHCC will be made in accordance with the administrative rules approved by the MHCC local public contract review board. A record of all quotes and bid details used for vendor selection must be documented and maintained by the purchasing agent as required by the administrative rules.
    6. Exceptions to the policy, procedure and administrative rules must be approved by the MHCC local public contract review board. Any exemption request will include the written findings required by law for any exemption from competitive bidding. The approval will be requested in emergency cases and may be granted for specific situations only.
    7. The MHCC District Board reserves the right to reject all bids and to waive any and all irregularities as the Board deems is in the best interest of the District.
    8. Purchases from employee owned or affiliated vendors are discouraged. If such purchases are considered, bids from three other qualified vendors will be required regardless of dollar amount. These bids must be obtained by the Purchasing Department and independent of the employee. All purchases will be awarded to qualified vendors offering the lowest bid which meet all requirements of the goods.