6-11: Procurement

Policy Overview

In order for the Santa Fe Community College to save money, reduce liability and risk to the college, avoid duplication and waste, increase productivity and achieve initiatives like green purchasing, a formal procurement policy is required.

Scope and Applicability

This policy applies to all Santa Fe Community College (SFCC) employees who need to procure goods and services for their role at the college.

Policy Statement

This policy sets the requirements by which SFCC as a public body is administered and made operational. All procurement for the college shall be performed by a central purchasing office managed by the Chief Procurement Officer, as defined in the Procurement Code; to oversee the operations of the central purchasing office.

Definitions

  1. Central purchasing office means that office within a state agency or a local public body responsible for the control of procurement of items of tangible personal property, services or construction.
  2. Chief procurement officer means that person within a state agency’s or local public body’s central purchasing office who is responsible for the control of procurement of items of tangible personal property, services or construction.
  3. Procurement means:
    1. Purchasing, renting, leasing, lease purchasing or otherwise acquiring items of tangible personal property, services or construction; and
    2. All procurement functions, including but not limited to preparation of specifications, solicitation of sources, qualification or disqualification of sources, preparation and award of contract and contract administration.

Policy Process

Santa Fe Community College is a local public body. The Office of Finance (OF) is administered by the Vice President for Finance and Chief Financial Officer (VP Finance/CFO), is responsible for procurement of items of tangible personal property, services, and construction for SFCC which are subject to the Procurement Code.

Anyone at SFCC who has been delegated procurement authority to commit SFCC resources shall:

  1. Follow all applicable Federal and State laws;
  2. Follow all requirements of the SFCC Purchasing Procedures Manual;
  3. Participate in training on the SFCC Purchasing Procedures Manual;
  4. Sign a Memorandum of Understanding indicating that training was received and all these requirements were understood.
  5. Sign an SFCC Procurement Code of Ethics.

Statement of Accountability and Responsibility

The President through the Vice President of Finance/Chief Financial Officer (VP Finance/CFO) and the Office of Procurement (OP) shall be responsible for enforcing Procurement procedures.  OP shall work with the different departments and offices to comply with this policy and develop procedures and periodic training that will enforce this policy regarding awareness, prevention and remediation.

Authority

The New Mexico Procurement Code (§13-1-21 to 13-1-199, NMSA, 1978 as amended) (“Procurement Code”) requires that all procurement for local public bodies shall be performed by a central purchasing office designated by the governing authority of the local public body.

SFCC Governing Board approved: 1/28/14

Revised and SFCC Governing Board approved: 1/27/16

Click for Complete Purchasing Procedures Manual

View Procedures