It will be generally permitted and sometimes required to purchase from a vendor which has negotiated a contract for its products with the University, state or federal government, the Educational and Institutional Cooperative Service or with other Group Purchasing Organizations. State purchasing policies currently exclude Universities from specific rules and regulations as it pertains to the procurement of items except for public works projects. Public works projects follow specific procedures as outlined in Indiana Code. The above guidelines for request for bids or quotations have been established by Business Affairs, but the procurement decisions are vested with the Director of Procurement by the Vice President for Business Affairs or designee who may choose to waive the guidelines and formalities based upon situations and circumstances for the procurement of all items needed by the University, except as they pertain to public works.
Public Works Projects
Any Public Works projects over $150,000 must be advertised two times and must have a public bid opening.
The amount required for a bid bond, performance bond and legal contract is $150,000.
If the project is under $150,000, it does not need to be advertised and does not require a public bid opening.
When an emergency arises which could not be reasonably foreseen, and health, welfare or safety requires immediate action and the project is estimates to be in excess of $25,000, Procurement Services may contract for a project without advertising for bids if quotes are obtained from at least two (2) persons or firms known to deal in the work required to be done. Such action should be recorded with the Board of Trustees at its next meeting, along with the names of the parties invited to quote on the project.
Sales Tax Exemption
As a public institution, the University is exempt from paying state and city sales and use tax on items purchased for University use. Individuals authorized to purchase items with University funds should not pay sales tax.
To obtain a Sales Tax Exemption form, contact Caroline Fields at firstname.lastname@example.org or 812-464-1848.