Organization and Objectives
Provide a professional business function at Bentley University for the procurement of goods and services; contract administration; operations advisement; asset and property management; the development of vendor, community and customer relations, resulting in the efficient utilization of university resources.
These objectives are achieved through combined teamwork, sound business practices, policy, procedure and state of the art technology.
Authority For Procurement
Purchasing, Administrative and Campus Services is an operation of the Division of Business and Finance. All procurement negotiations have been delegated to Purchasing, Administrative and Campus Services by the administration, through the Office of the Vice President for Business and Finance, Treasurer.
Purchasing, Administrative and Campus Services is the only office authorized to commit university funds in the form of official Purchase Orders or signed contracts.
We negotiate Master Contracts that pool Bentley's buying power to obtain favorable pricing and contract terms.
Conflict Of Interest
The university, as a general rule, does not enter into purchasing contracts with students, faculty and staff or members of their immediate families. Acquisitions from a business in which an employee has an interest is prohibited unless full disclosure of the background facts are presented in writing to and subsequently approved by the Director of Purchasing, Administrative and Campus Services prior to the initiation of any transaction.
Responsibility And Objectives
The function of Purchasing, Administrative and Campus Services is the organization and administration of centralized purchasing services for all university departments. Providing these services in accordance with sound business practices, Purchasing, Administrative and Campus Services seeks to realize for the university the maximum value for every dollar expended, as well as to insure the efficiencies of all assets (i.e. management of surplus assets).
To achieve this goal, Purchasing, Administrative and Campus Services has been charged with responsibility for the following:
- Securing competitive bids when possible to obtain maximum value from the expenditure of Bentley funds, insuring that proper negotiation and consideration which benefit the college are accomplished
- Maintaining liaison with vendors and contractors that service Bentley.
- Coordinating the procurement of goods and services for the academic and administrative departments.
- Developing sources of supply to assure that all Bentley departments have an adequate source of vendors from which to obtain supplies, equipment and services.
- Managing surplus equipment and material, reallocating within campus whenever possible, otherwise authorizing and coordinating the resale, barter, donation or disposal of such property.
- Negotiating and authorizing contracts. Advocating the effective management of ongoing contracts.
In accordance with the authority delegated to Purchasing, Administrative and Campus Services, all purchases, irrespective of the sources of funding (i.e.: grants), will be governed by the policies outlined in this manual.
Our basic policy is to obtain all supplies, equipment and services at the lowest cost to the university consistent with quantity, quality, service and availability of products and services required at the time of purchase. In conforming with this policy, the cost of the purchase and delivery time required by the user department will be considered.
No person or department is authorized to request goods or services from an outside party without encumbering, in advance, sufficient funds from the respective budget to meet the purchase obligation. This practice applies to all requisitions regardless of the source of funding.
It should be noted that unless a received invoice is substantiated in advance of the initial order by an official Bentley Purchase Order number, Bentley is under no obligation to pay for the goods or services.
As such, liability for payment rests with the individual placing the order and not with Bentley. The Accounts Payable Office is mandated to return all such transactions to the initial requestor. This policy applies only to acquisitions defined in this manual as requiring the use of the central purchasing system.
Purchasing Code Of Ethics
Bentley University subscribes to the following 'Purchasing Code of Ethics' as defined by the National Association of Educational Buyers as follows:
PURCHASING CODE OF ETHICS
- Give first consideration to the objectives and policies of Bentley University.
- Strive to obtain the maximum value for each dollar of expenditure.
- Decline personal gifts or gratuities.
- Grant all competitive suppliers equal consideration insofar as state or federal statute and institutional policy permit.
- Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
- Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
- Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
- Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with a supplier; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as the established policies of Bentley University permit.
- Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
- Cooperate with trade, industrial and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
- Foster fair, ethical and legal trade practices.
College Policy On Departmental Gifts
Flowers, gifts for sympathy, congratulations, etc., are to be 'out of the pocket' of those individuals who are initiating the purchase. Such purchases are not funded by Bentley monies.
Some exception is made for "small" tokens of appreciation for students who have worked within a department (e.g. lunch and cinema tickets). All other department parties and gifts for various celebrations or expressions of sympathy must be funded personally by the employees.