It is clear to me that there is some confusion over what is required to purchase goods and services. So I wanted us all to work from the same information. Both Joyce and I have purchase authority Level 1 Basic certification through DAS. Until I hear back from the Attorney General’s office on IDB purchase authority as referenced in Iowa Code section 216B. and as IDB does not have our own written purchasing policies and procedures, IDB is required to follow DAS procurement policies. So, what does that mean:
Purchasing Goods:
up to $1,500 without quotes or having to put goods out to bid, we still want to get a good buy. Purchase orders are required for purchase of $1,000 or more.
over $1,500 and below $5,000 with 3 written quotes and informal quote form for comparable items without putting it out to bid, if we have trouble getting quotes I can post our requirements to the Targeted Small Business website to obtain quotes.
over $5,000 the purchase of goods must go through DAS procurement, also remember that goods greater than $5,000 may require prior approval from RSA this can take two months.
We cannot split a purchase to avoid these rules. Purchases of IT must be approved by OCIO and DOM. OCIO can approve up to $25,000 and both DOM and OCIO must approve items over $25,000.
Purchasing Services:
up to $5,000 without quotes or having to put it out to bid, we still want to get a good buy. Purchase orders are required for purchase of $1,000 or more.
5,000 and below $50,000 with 3 written quotes and informal quote form for comparable services without sending it to DAS to put out to bid. It is within the Level 1 certification that the holder can decide to put it out to bid. Generally services over $10,000 must go out to bid. If we have trouble getting quotes I can post our requirements to the Targeted Small Business website to obtain quotes.
over $50,000 the purchase of Services must go through DAS procurement also remember that goods greater than $5,000 may require prior approval from RSA this can take over two weeks.
Exceptions are that we can buy from a TSB up to $25,0000 except furniture which is limited to $10,000 https://das.iowa.gov/procurement/targeted-small-business-program, we can buy from IPI and we can buy anything on a State of Iowa Master Agreement within the terms of that agreement, https://bidopportunities.iowa.gov/Home/AwardedContracts,
This does include purchase on Pcards, if you have a Pcard please refer to the Pcard training.
DAS has told me to determine if something is a good or service to base it on what the majority of the cost is for. If the majority of the cost is for a service, then it is a service.