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NDUS Home  |  Employees  |  Policies and Procedures  |  SBHE Policies


SBHE Policies



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SUBJECT: 800s: Financial Affairs EFFECTIVE: January 1, 2016
Section: 803.1 Purchasing

  1. Each institution shall develop and implement necessary and appropriate policies and procedures to ensure compliance with laws and State Board of Higher Education policies governing purchasing. Officers and employees involved in purchasing decisions shall comply with all applicable federal and state laws and regulations relating to conflict of interest and acceptance of gifts and gratuities. Institution purchasing policies and procedures shall incorporate (or refer to) SBHE Policy 611.4 relating to conflict of interest, and include procedures for disclosing a conflict of interest. Further, institution purchasing policies and procedures shall address whether vendors' offers of scholarships, endowments and other premiums contained in bids or proposals will be considered and, if so, the criteria for evaluating such offers.

  2. NDUS institutions shall cooperate and make joint purchases with the Office of Management and Budget State Procurement Office when advantageous to do so. Institutions may also purchase equipment or supplies through participation in joint purchasing alliances formed with other states or organizations, when it is advantageous to do so. Additional bids or proposals shall be solicited from other vendors when required by law or this policy.

  3. Preference shall be given to North Dakota bidders when required pursuant to N.D.C.C. 44-08-01.

  4. Institutions are encouraged to purchase environmentally preferable products as outlined in N.D.C.C. 54-44.4-07.

  5. The purchase of recycled paper products is subject to the requirements in N.D.C.C. 54-44.4-08.

  6. Information Technology purchases are subject to SBHE Policy 1901.3

  7. Each procurement transaction must be adequately documented for audit and public record purposes. All required procurement documentation must be maintained in accordance with governing records retention requirements per SBHE Policy 1912(7).

  8. Purchases made in connection with public improvement bids and contracts are subject to N.D.C.C. 48-01.2-03, which generally prohibits specified brands.

  9. The policies governing purchasing shall be waived for non-competitive purchases, as outlined in the purchasing procedures, when approved by the purchasing agent or other person delegated that authority.

REFERENCES: N.D.C.C. 44-08-01; N.D.C.C. 48-01.2-03; N.D.C.C.54-44.4-07; N.D.C.C. 54-44.4-08; SBHE Policy 1901.3; SBHE Policy 1912(7); NDUS Procedure 803.1.

Reference: NDUS Procedure - 803.1   803.1.1  

History:
Article II, Section 2.C.
SBHE Minutes, September 9-10, 1982.
SBHE Amendment, May 10-11, 1984.
SBHE Amendment, October 26-27, 1989.
SBHE Amendment, May 24-25, 1990.
SBHE Amendment, April 23, 1992.
SBHE Amendment, January 20, 1994.
SBHE Amendment, June 26, 1995.
SBHE Amendment, April 17, 1998.
SBHE Amendment, April 4, 2000.
SBHE Amendment, November 17, 2000.
SBHE Amendment, September 26, 2002.
SBHE Amendment, December 20, 2007.
SBHE Amendment, November 4, 2010.
SBHE Amendment, June 24, 2015.
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