Who should I contact in the Purchasing Office? The Purchasing Department staff is individually assigned to work with
specific departments, off-site campuses and key commodities (though we do overlap
to cover vacations, absences and busy periods). You can find your dedicated buyer
on the Purchasing Department Staff & Contact Information page.
How Mott College Buys Mott Community College uses the following in establishing bid thresholds:
Board approval is required on all major purchases (supplies, equipment, furniture,
vehicles or services) exceeding $62,000 or on construction/maintenance purchases exceeding
$94,000 (BP 4410 Purchasing).
A competitive, sealed bidding process is used for all purchases over $32,000. The
requirements, specifications, and/or statements of work for these bids are publicly
posted to www.bid4michigan.com.
Purchases less than $32,000 but greater than $ 2,500 require a minimum of three competitive
quotes. If three quotes cannot be obtained, those quotations obtained may be considered
Purchases less than $2,500 may be directly awarded to the vendor requested by the
requesting department. Employees who have been issued Purchase Cards (Pcards) via
the College's Purchase Card Program are also able to execute simple purchases without direct involvement or oversight
from the Purchasing Department, within the Purchasing Card Guidelines of the Pcard Program.
For purchases in excess of $2,500, a sole source purchase is considered to be a purchase
from one vendor or person under circumstances when competitive solicitations are either
not possible or practical (any attempt to obtain bids would result in only one vendor
or person being available to meet the need). The requesting department must complete
a Sole Source Request Form notifying the Purchasing Department of an intended sole source. The Purchasing Department
will conduct a good faith review of available sources prior to final determination
and authorization of a sole source purchase.
Bids for services or goods of a specialized nature may be posted to www.bid4michigan.com, requested directly from a vendor(s), or be advertised in other appropriate media.
Methods of Buying
Purchase cards can be issued to approved employees for small dollar value purchases
to accelerate minor acquisitions and reduce transaction costs. Please access the Purchase Card Guidelines for additional information.
Purchase Order (PO)
Purchase orders are issued for the majority of purchases made in the College's name.
Any good or service that is quantifiable in number and/or description should be ordered
using a PO. Once all of the item(s) ordered and/ or service(s) rendered against the
PO have been received or completed and paid, the PO is closed.
Blanket Purchase Order (BPO)
A blanket purchase order is issued for repetitious payments for contractual services,
such as for payment of leased equipment or renovations requiring progressive payments.
Multiple invoices can be paid off the same BPO. BPOs have a maximum authorized amount
and are issued for a limited duration. Employees authorized to use the BPO must be
listed on the BPO. BPOs are good for one fiscal year only. All BPOs not otherwise
fulfilled are closed at the end of the fiscal year (June 30). They may be re-issued
for the following fiscal year, per requisition by the requesting department.
Direct Voucher Payment (DVP)
A direct voucher payment is a direct check payment to a vendor for intangible items
such as travel reimbursement, membership fees, taxes, postage and other items which
do not require competitive solicitation, purchase orders or the receiving process.
DVPs are issued by the Accounting Department; more information on DVPs and the DVP process can be found on the Accounting Department website.
Spend Authorization Table pdf This table documents the dollar level of spend authority that is currently granted
to various Mott Community College employees, or the maximum amount that a cost center
manager may approve of on a requisition. Please direct all requests for increases, decreases or other changes to an employee's
authorization level to Nicole Woods, Interim Director of Accounting.
Returns If you receive an item that needs to be returned, please contact your buyer to facilitate
the return with the vendor and the Receiving Department. Please have the purchase
order number to provide the buyer for ease of return.
Return policies vary by vendor, so we suggest that you examine your order as soon as you receive it to determine if there are any damages, incorrect items or unacceptable conditions.
Depending on the time frame and the reason for the return, there may be a restocking
fee and/or return freight charged by the vendor for acceptance of the return.
Purchases made using awarded grant funds may require the adherence to a stricter set
of regulations than is required of College-funded purchases. These regulations, if required, will be set forth in the grant documentation upon
award of the grant. In general, the following rules may apply:
Federally Issued Grants Unless otherwise specified, grant purchases must follow the Federal Acquisitions
Regulations (FAR). The following circulars apply to educational institutions in expending
federally granted funds. Additional regulations may apply, depending on the source
To request a new vendor be added to Datatel, please complete the Vendor Information
Form and forward it to your buyer. The buyer will search the vendor database to confirm
that there is not already an entry for that vendor. If the vendor is new, the buyer
will contact the vendor to obtain a copy of the vendor's taxpayer identification number
(W-9). Once the W-9 has been received, the buyer will enter the new vendor into Datatel.
Confirmation of Tax Exempt Status To obtain verification of the College's tax exempt status, please contact your buyer.
Vendor Performance Employees experiencing problems with a vendor's product or performance should report
the problem to the Purchasing Department via the Vendor Complaint Form. The buyer
selected will receive the information reported and will contact you, if you choose,
to review the problem. The buyer will then contact the vendor to discuss the problem
and obtain corrective actions. Employees will receive notification of the corrective
actions to be taken.
Independent Contractors Generally, a BPO is the payment method for independent contractors, while employees
must be paid through payroll. The determination for whether an individual is an independent
contractor or an employee is handled through the Accounting Department, with collaboration
from Human Resources. The policy can be found on the Accounting website under Policies & Procedures.
In order to obtain a BPO for an independent contractor, please forward the following
documents to the Purchasing Department Office with the approved BPO requisition:
- A copy of the employment contract for the independent contractor(s)
- A copy of the contractor's certificate of insurance