ABOR Policies

TO: The Faculty, Academic Professionals, Administrators and Staff

The primary responsibility of the University of Arizona Procurement and Contracting Services Department is described below:

• To serve the faculty, academic professionals, administrators and staff by facilitating the timely acquisition of needed goods and services.
• To provide initiative and leadership in procurement which maximizes the value of university expenditures, leverages purchases, broadens relationships with suppliers via strategic alliances, and creates new sources of revenue.
• To identify ways to improve the acquisition process through procedural enhancements while at the same time assuring compliance with the ABOR University Procurement Code.

The University’s Purchasing Policies are designed to meet the requirements of the Arizona Board of Regents, general university regulations, specified requirements of various agencies from whom the University secures funds, and good business practices. These policies contribute to maintaining and improving the quality of services rendered by the Procurement and Contracting Services Department. To assist in this effort I am requesting that those in leadership/supervisory positions assure that these policies are read, understood, and complied with by all appropriate University employees under their supervision.

            Robert N. Shelton

President

The function of the Purchasing Department is to administer procurement for all departments in accordance with responsibility and authority delegated by the University's President.

The Director and his staff are expected to conduct themselves in a courteous, ethical, and professional manner; to maintain good relations with faculty and staff; to regard each transaction on its own merits and to promote fair, ethical, and legal trade practices.

These purchasing policies sets down the general policies developed to accomplish the procurement processes for the University. While it is somewhat detailed, it cannot cover all eventualities. Exceptions, not governed by ABOR Policy, State or Federal law, rules, or regulations, may be granted to departments  by written authorization from the Director. The exceptions will be worked out as circumstances and good business practices warrant.

Stephen G. Mack, C.P.M.
Director of Procurement and Contracting Services
University Services Annex, Bldg. #300A
Tucson, Arizona 85721
(520) 621-5827 

Advocated by: The National Association of Educational Procurement

• To give first consideration to the objectives and policies of my institution.
• To strive to obtain the maximum ultimate value of each dollar of expenditure.

• To decline personal gifts or gratuities.
• To grant all competitive suppliers equal consideration insofar as to state or federal statute and institutional policy permit.
• Conduct business with potential and current suppliers in an atmosphere of good faith, devoid of intentional misrepresentation.
• Demand honesty in sales representation whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.
• Receive consent of originator of proprietary ideas and designs before using them for competitive purchasing purposes.
• Make every reasonable effort to negotiate an equitable and mutually agreeable settlement of any controversy with suppliers; and/or be willing to submit any major controversies to arbitration or other third party review, insofar as to the established policies of my institution permit.
• Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.
• Cooperate with trade, industry and professional associations, and with governmental and private agencies for the purposes of promoting and developing sound business methods.
• Foster fair, ethical and legal trade practices.
• Counsel and cooperate with NAEP members and promote a spirit of unity and a keen interest in professional growth among them.