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Procurement Procedures, Links & Forms

Basic Procurement Guidelines for CDHS Internal Customers

 

These procedures apply to every expenditure of public funds.  This includes all items purchased through Trust Funds, Grants, and Federal Funds.

 

COMMODITIES

 

$0.00 to $5000.00  (Non-Recurring Purchases - No Purchase Order Required)

Remember:

  • Check for warehouse availability
  • Use Colorado Correctional Industries if purchasing furniture
  • Use the DPA Division of Central Services State Design Center (North/Central District only) if having items printed
  • Use State Price Agreement awards
  • Use your Purchasing Card within your approved limits

 

$5000.01 and Above   Fiscal Rule 2-2 requires an encumbrance and commitment document (Purchase Order)

  • Use a COFRS RX and submit to your District Procurement Office with a signed Purchase Requisition and Checklist.  Also include a quote from the vendor and any prior approvals/supporting documentation
  • If using a State Price Agreement, the Price Agreement number must be referenced
  • A formal solicitation for the purchase of goods exceeding $10,000, and not on a State Awarded Price Agreement, must be completed prior to the selection of a vendor (Documented Quote or Invitation for BID).

 

SERVICES

 

$0.00 to $5000.00

Use District Small Purchase Procedure

 

$5000.01 to $25000.00  Fiscal Rule 2-2 requires an encumbrance and commitment document  (Purchase Order)

  • Use a COFRS RX and submit to your District Procurement Office with a signed Purchase Requisition and Checklist.  Also include a quote from the vendor and any prior approvals/supporting documentation
  • If using a State Price Agreement, the Price Agreement number must be referenced

 

$25000.01 and Above

  • Documented Quote, formal RFP porcess, Invitation for Bid, Sole Source or Grant Specified procurement will be used.

 

Note: Per Fiscal Rule 2-2: memberships, dues, registrations, postage, subscriptions, publications, and utilities do not need an encumbrance document.

IT IS ILLEGAL TO ARTIFICALLY DIVIDE AN ORDER TO CIRCUMVENT THE PURCHASE ORDER PROCESS OR THE BID PROCESS.

 

PRIOR APPROVALS

 

Some purchases of goods and services require the prior approval of another State or CDHS office before the Procurement office can begin to process your request.  Those approvals are required even if you are using a State Price Agreement.  The approving department is typically reviewing your request to ensure that you are in compliance with State and/or CDHS standards, rules, or simply making sure that you have selected the correct item or service.  Below are some examples of required prior approvals:

  • Information Technology Services approves purchases for all computer hardware, software, upgrades, and peripherals (printers, additional memory, etc.)
  • Telecommunications approves purchases for all telephones and cellular phones
  • The Executive Director's delegate for your Office approves purchases for all official functions and memberships
  • Division of Facilities Management approves purchases for all installation of large/new equipment, utility hookups, small dollar construction projects, etc.
  • Planning and Technical Services approves all reviews on state building projects
  • Deputy Executive Director, Nikki Hatch, approves all personal service contracts or purchase orders exceeding $10,000 to Individuals, Sole Proprietors or Single Owned Entities.
  • NOTE:  All Personal Services require Human Resources Personal Services Review.  Contact Francine Hammer: 303-866-7023 or francine.hammer@state.co.us

If you feel your needs are an exception to this rule, please contact your District Procurement Office for clarification.

 

State Purchasing Office   

The State Purchasing Office (SPO) promulgates the state's procurement rules (other than bridge and highway construction), handles vendor appeals related to bid protest decisions, sources and manages the state's 300 price agreements, maintains the on-line solicitation publication system for all statewide competitive procurements, conducts procurements for various state departments, manages the state's procurement card program, conducts statewide training in public procurement, runs the small business development program for state procurement, and performs oversight and generally establishes policy relating to public procurement by the State of Colorado.