50.A - Contracting Authority

Board Policy Code: 50.A
Adopted: 1997-07-09T00:00:00
Revised/Readopted: 06/11/14, 09/16/14, 06/09/15

The President is appointed by the Board to serve as the college's purchasing agent.  The President may delegate all or part of this authority to a designee or designees.  The President or designee will be responsible for developing and administering the college’s purchasing program.

No obligation may be incurred by any employee of the college unless (1) the employee has been delegated purchasing authority by the President, and (2) that expenditure has been authorized in the budget or by Board action and/or Board policy.  In all cases calling for the expenditure of college money, except payrolls, the purchase order system must be used.  No purchase will be authorized unless covered by an approved purchase order and in compliance with applicable purchasing rules.  No bills will be approved for payment unless purchases were made on approved orders.

All purchases, contracts or agreements obligating college funds in excess of $75,000 will require Board approval.  All purchases, contracts or agreements obligating college funds up to $75,000, must be approved by the President or designee.  Notwithstanding the forgoing, in cases of emergency as defined in the college's Public Contracting Rules, the President or designee may authorize and execute a contract in any dollar amount when necessary to address the emergency.  All such emergency contracts, including the justification for such contracts, will be reported to the Board no later than its next regular meeting following execution of the contract.  

The Chief Financial Officer (CFO) will review bills due and payable for the purchase of supplies and services to determine if they are within budget amounts.  After appropriate administrative review, the CFO will direct payment of the just claims against the college.  The President and CFO are responsible for the accuracy of all bills and vouchers.

No Board member, officer, employee or agent of this college shall use their official position to obtain financial loss or gain for themselves or any member of their household in any contract entered into by the Board, including acceptance of any gratuities, financial or otherwise, from any supplier of materials or services, in accordance with the Oregon Government Ethics law (ORS 244).  Formal or informal inquiry processes are available through the GSPC for advisory opinions.