Purchasing policy revisions approved
14.02 / Purchases Less Than $5,000
The revision reflects the increase in the Office of Purchasing threshold from $500 to $5,000. In addition, the following new second paragraph was added to address off-contract purchases:
Some contracts allow for an exception to be granted prior to purchase for items that are on contract, but are found at a lower price elsewhere with the same quality and specifications. A Prior Authorization for Off-Contract Purchase form shall be completed by the department and submitted, along with an indication of the funding source, to the Office of Purchasing for consideration. Certain items such as personal computer systems and certain vendors such as those in the Kansas State Use Catalog are not subject to granting of this exception.
14.03 / Purchases Greater Than $5,000
The revision reflects the increase in the Office of Purchasing threshold from $500 to $5,000. In addition, the threshold for contractual service agreements increased from $10,000 to $25,000, and the following new language was added that addresses bids of $50,000 or more:
All bids, regardless of the source of funds, that are estimated to be in the amount of $50,000 or more, must be advertised and open for a minimum of two (2) weeks and processed with the receipt of formal written bids. Any solicitations that use the Request for Proposal format in the amount of $25,000 or more, using funds deposited in the state treasury (which are not research or grant funds), will be conducted by the Kansas Division of Purchases.
14.07 / Follow-up on a Purchase Order
The second paragraph was rewritten to incorporate the use of Direct Payments and Invoice Control Documents. In addition, invoices must be paid in compliance with the Kansas Prompt Payment Act.
The Direct Payment of an invoice may be initiated by a department with the preparation of an Invoice Control Document (ICD) when the goods and services have been received and the department is ready to make payment (invoices must be paid in compliance with the Kansas Prompt Payment Act). The department should attach the invoice from the vendor and the Department Budget Officer must sign verifying receipt of said goods and services. Direct Payments should have the applicable invoice stapled to the back of the ICD. Direct Payments requesting prepayment to a vendor must have a proforma invoice attached. Subscription renewals, membership renewals, and maintenance agreements should be considered confirming requisitions to expedite payment of the invoices.
14.12 / Ordering From Kansas Correctional Industries and Organizations Listed with the Kansas State Use Catalog
The policy clarifies/emphasizes that Kansas law mandates that the suppliers addressed by the policy be used by state agencies (including WSU). In addition, contact information for Envision (provider of the Kansas State Use Catalog) and Kansas Correctional Industries was updated.