1.1 Purchasing Policy (09/05)

1.1.1

Only specifically authorized personnel of the Procurement Office may commit the Institute to a purchasing liability except those individuals authorized to purchase using MIT’s automated systems.

1.1.2

Contracts and agreements of any nature that commit the Institute to a purchasing liability may only be signed by specifically authorized Institute officers. Where such contracts and agreements will be issued in conjunction with an Institute purchase order, they may be signed by authorized Procurement personnel, but only to the limit of their purchasing authority.

1.1.3

All Procurement Offices are service organizations created to assist Institute departments and laboratories in procuring their needs with the most appropriate selection and at the most advantageous price. They are to provide counsel and advice as well as to handle the mechanics of procurement.

1.1.4

It is the responsibility of authorized personnel in the Procurement Office to negotiate to the best interest of the Institute with regards to pricing and terms under which purchases are made and to sign and issue purchase orders as authorized.

1.1.5

The Procurement Office is not responsible for determining either the quality or quantity of items to be procured except in an advisory capacity. Procurement is available to assist in the selection of vendors.

1.1.6

It is the responsibility of the Procurement Office to give proper consideration to factors such as competition; utilization of small business concerns; HUBZone small business concerns; utilization of minority, women-owned, and handicapped owned business concerns; and utilization of business concerns located in labor surplus areas when selecting sources of supply. To this end, the Director of Procurement will establish, maintain and execute appropriate Affirmative Action Procurement Plans applicable to all Procurement Offices.

1.1.7

It is the responsibility of Procurement to document their purchasing activities to satisfy Institute and government audit and procurement review requirements.

1.1.8

Departments, laboratories and centers should, whenever possible, use Institute established partnerships and Internal Providers.

1.1.9

Occasionally a new item may be appraised effectively only by having it for a trial use in the department or laboratory. Vendors will usually agree to a trial loan on a rental or no-charge basis. In such cases, both the Institute and vendor should be protected by the issuance of an Institute purchase order specifying the terms of the loan.

1.1.10

This purchasing policy does not preclude any individual from contacting sources of supply for preliminary information concerning price, quality, or usage of anything in which he/she is interested, the Procurement Office will cooperate in such discussions and suggest the names of potential vendors of commodities upon request. Such preliminary contacts are not to produce commitments beyond the current limits established for MIT’s automated systems.