PROCUREMENT POLICIES AND PROCEDURES

PROCUREMENT POLICIES AND PROCEDURES

Last Revised May 2021

December 1984 Revised 1991, 1997, 2005, 2008, Oct. 2012, Dec 2012, 2014, 2016, 2018, 2019, 2020, 2021

Last Revised: May 2021

Table of Contents

Introduction Statement of Policy Applicability Driver Worktags Fund Sources related to Worktags

2. Authority & Responsibility 2.1 Authority for Procurement 2.2 Authority to Commit University 2.3 Responsibility and Objectives 2.4 Unauthorized Procurements 2.5 Sales Agreements 2.6 Procurement of Goods or Services Available at Iowa State 2.7 Professional Development of Procurement Professionals 2.8 Oversight and Training of Individuals with Delegated Authority

3. Procurement Methods and Competitive Processes 3.1 Selection of the Competitive Process 3.2 Competitive Thresholds 3.3 Bid Limitations 3.4 Informal Bid Process 3.5 Formal Bid Process 3.6 Request for Proposal 3.7 Competitive Negotiation 3.8 Waiver of Bid Requirements 3.9 Use of Auctions 3.10 Acquisitions Involving Donations 3.11 Purchases from Regent Master Agreements 3.12 Purchases from Cooperatives, Consortia or Group Purchasing Organizations

3.13 Purchases from State Department of Administrative Services Contracts or Other State Agencies 3.14 Iowa State Industries (a.k.a. Iowa Prison Industries) 3.15 Iowa Biotechnology Association Purchasing Consortium 3.16 Procurement for Off-Shore University Activities

4. Sourcing and Solicitations 4.1 Sourcing 4.2 Solicitation Notification 4.3 Specification Development 4.4 Pre-proposal or Pre-bid Conferences 4.5 Addenda to Solicitations 4.6 Tie Bids 4.7 Errors in Bids 4.8 Withdrawal of Bids 4.9 Bids ? Request for Extension 4.10 Late Bids 4.11 Cancellation of Bid Solicitations 4.12 Quotes Received by Requesting Department 4.13 Rejection of Bids

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Procurement Policies and Procedures

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5. Requirements In Bid Solicitation Documents 5.1 Bid Security 5.2 Performance Bonds/Letters of Credit 5.3 Targeted Small Business Performance Bond Program 5.4 Response Time 5.5 Insurance

6. Supplier Selection 6.1 Awards 6.2 Multiple Awards 6.3 All or None Bids 6.4 Acceptance of Other than Lowest Bid 6.5 Additional Factors That May Be Considered In Supplier Award Selection 6.6 Price or Cost Analysis 6.7 Use of Licensed Suppliers ? Trademarks 6.8 Endorsements 6.9 Preferences

7. Types of Procurements/Contracts 7.1 Types of Contracts 7.2 Multiyear Contracts 7.3 University-wide Price Agreements 7.4 Regent Master Agreements 7.5 Professional Services 7.6 Revenue Generating Contracts 7.7 Leases/Rental Agreements for Materials or Services 7.8 Lease of Land or Real Property 7.9 Internal Lease Purchase Program 7.10 Lease Purchase Agreement

8. Equipment Purchases 8.1 Equipment Definitions 8.2 Board of Regents Approval Process 8.3 Purchase of Agricultural Products and Used Equipment 8.4 Demonstration Equipment 8.5 Demonstration or Sample Agreements 8.6 Export Controls

9. Contract Administration and Contractor Performance 9.1 Contract Administration Plans (CAP) 9.2 Contract Modifications

10. Remedies-Protests-Disputes 10.1 Due Process 10.2 Remedies for Failure to Deliver or Delivery of Nonconforming Goods or Services 10.3 Suspension 10.4 Debarment 10.5 Supplier Appeal/Complaints

11. Ethics ? Conflict of Interest ? Open Records 11.1 Code of Ethics 11.2 Use of Confidential Information 11.3 Gifts and Gratuities 11.4 Release of Bid Information/Open Records Requests 11.5 Reporting of Anticompetitive Practices

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Procurement Policies and Procedures

Updated May 2021

11.6 Conflict of Interest Bids 11.7 Unsolicited Orders/Gifts

12. Payments 12.1 Payment of Interest Claims 12.2 Sales Tax 12.3 Prepayments 12.4 Customs Charges 12.5 Utilities

13. Sustainability and Social Responsibility 13.1 Environmentally Preferable Procurement Guidelines 13.2 Recycled Content 13.3 Energy Savings 13.4 Toxins and Pollutants 13.5 Waste Minimization 13.6 Supplier Code of Conduct

14. Small Business Program 14.1 Overview 14.2 Initiatives 14.3 Commitment to the Small Business Program 14.4 Small Business Definitions ? Federal 14.5 Iowa Targeted Small Business Program

15. Federal Requirements 15.1 Federal Grants 15.2 Federal Contracts 15.3 Public Contracts for Services 15.4 Buy-American Act

Appendix A ? Iowa State University Procurement Services Department Guidelines for Iowa Targeted Small Business/Federal Disadvantaged /Woman-Owned Small Business Entities Appendix B ? Federal Business Classifications Appendix C ? Flowdown Provisions for Federally Funded Grants Appendix D ? Flowdown Provisions for Federally Funded Contracts Appendix E ? Template and Tips for Donations of Equipment to IOWA STATE UNIVERSITY Appendix F - Uniform Guidance Administration (UGA) Agent Checklist Appendix G - UGA Agent Checklist Description Appendix H ? Card Suspension Process and Policy

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Procurement Policies and Procedures

Updated May 2021

IOWA STATE UNIVERSITY PROCUREMENT SERVICES DEPARTMENT POLICIES AND PROCEDURES

SECTION I

INTRODUCTION

1.1 Statement of Policy

Public employment is a public trust. It is the expectation and responsibility of all Iowa State University employees, and particularly those of its Procurement Services Department, to promote professional integrity and objectivity in all transactions involving public funds. As such, employees must discharge their duties impartially assuring fair and open competition when conducting university business. Procurement Services is charged with providing responsive and responsible supplier an opportunity to compete for university contracts. Any attempt to realize personal gain through public employment by conduct inconsistent with the proper discharge of the employee's duties is a breach of public trust and will result in disciplinary action, which may include termination of employment.

1.2 Applicability

These procurement policies and procedures apply to all goods and services regardless of funding source (Workday Driver Worktag).

Exclusions: These procedures do not apply to the following situations: The procurement is a FP&M small construction project > $25,000 and ................
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