Procurement means buying, purchasing, renting, leasing, or otherwise acquiring any supplies, services, equipment, or construction and includes any other activity pertaining to obtaining supplies, services, equipment, or construction. Any procurement transaction must be formally processed and approved by proper authority to be a valid claim against the District.
The Western Technical College District Board (District Board) shall authorize procurement transactions that are determined to be in the best interest of the District while providing for open and free competition. It is the responsibility of the District Board to protect the interests of the District while complying with current federal and state laws/statutes, regulations, administrative rules, and agency procedures. In recognition of this responsibility, the District Board directs the following:
- The Wisconsin Technical College System Board Procurement Policy, Section 6 of the Financial Accounting Manual, is adopted as the College's Procurement Policy and Procedure. This procurement policy and procedure is based on, but not limited to, Wisconsin Administrative Code, Chapter TCS 6 (6.05 procurement), and the Office of Management and Budget's 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. All federal regulations apply unless the State Board policy, state statutes, or administrative rules are more restrictive.
- The Board delegates the authority to the President or his/her designee to implement and provide oversight review of the procurement policy and procedure. The President or his/her designee shall, from time to time, develop such procedures as are necessary to carry out this responsibility.
- Annually, the Business Office shall prepare a review of all procurements of $50,000 or more of similar goods, supplies, or services to determine if a more competitive process should be used in succeeding years. This review is to be based on a report containing transaction detail grouped by similar goods, supplies, and services and a total for each grouping. Annually, the District Board shall take formal action by October 31 on the procurement review and report related to the prior fiscal year.
- All District staff must comply with the Code of Ethics set forth in Policy C0206 and the Conflict of Interest and Acceptance of Gift Policy set forth in Policy C0208.
- The Business Services Office shall provide oversight review on a College-wide basis.
- Procurements with a funding source from a federal grant are required to follow the policies established by the Office of Management and Budget's 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. The policy requires a competitive process for procurements exceeding $3,000. Quotations must be obtained from an adequate number of qualified suppliers.
- Procurements less than $25,000 do not require a competitive process. However, an effort should always be made to obtain the best possible price by seeking quotes from more than one vendor. A competitive selection process may still be required in cases where multiple small procurements with a single vendor total more than $50,000 over the course of the year. See Annual Review of Procurements section of the procedure (B0500p) for more information.
- Except as provided in the Bid Waiver section of the procedure (B0500p), non-construction procurements where the total cost is at least $25,000 but does not exceed $50,000 shall be based on written quotations from a minimum of three vendors. Solicitation of quotations shall be done in a manner to maximize competition.
- Except as provided in the Bid Waiver section of the procedure (B0500p), non-construction procurements greater than $50,000 require a sealed bid process, via either IFB (Invitation for Bid) or RFP (Request for Proposal). All IFBs and RFPs shall include a clear and accurate description of the items of service being procured. This description shall not contain features which unduly restrict competition. Solicitations or offers shall include all requirements which suppliers must fulfill or other factors to be used in evaluation bids or proposals.
- Public construction procurements greater than $25,000 require a sealed bid process via an IFB. All IFBs shall include a clear and accurate description of the item or service being procured. This description shall not contain features which unduly restrict competition. Solicitations or offers shall include all requirements which suppliers must fulfill.
- All purchases of goods, services, and equipment for which the College will be responsible for payment must be properly approved and follow the procurement policies and procedures established by the Business Office.