Regulations

FR 3805 Bidding Thresholds

Section: 3000 Financial 
Sub Section: 3800 Purchasing 
Title: FR 3805 Bidding Thresholds
Primary Policy: FP 3801 Purchasing 
References: RS Mo 34.044, 1 CSR 40-1(4); CFR 2 Section 200.321 
Supersedes: NA 
Responsible Administrator: Chief Financial Officer
Initial Approval: 09-08-2010 

Last Revision: 10-15-2025 

Purpose

To provide for a uniform and systematic method of purchasing the goods and services required by the College, to define the responsibilities and authority of the purchasing personnel, and to advise of the purchasing requirements and limitations imposed by applicable law.

Authority and Responsibility

  1. Authority to obligate institutional funds for purchases of supplies, materials, services, and equipment is granted solely to the cabinet members and their designees, unless otherwise specifically approved by the President of the College or the Board of Trustees.
  2. All purchases shall be made in compliance with Federal, state, and local laws and guidelines.
  3. All purchases shall be handled in accordance with generally accepted governmental auditing standards (GAGAS) and be substantiated with the necessary records to satisfy audit and inventory requirements and all applicable laws.
  4. This policy applies to all budgets administered by the college regardless of source of funds.

Procedures
The following guiding principles apply to purchasing supplies and equipment:

  1. Sealed bids shall be received on all purchases equal to or greater than $50,000.00. Electronic mail may be used to send and receive bids. Bidders will be required to return a bid as specified by the bid documents, with the time and date for response included in the bid. The Purchasing Department is responsible for insuring that the purchase is not split into components of less than $50,000 for the purpose of circumventing the College’s bidding requirements.
  2. Purchases between $10,000.00 and $49,999.99 shall be purchased on a competitive quotation basis. For purchases in the amount of $10,000.00 and up to $49,999.99, electronic or written quotes may be taken. When appropriate, the requestor can assist the purchasing department by obtaining competitive quotes from vendors and attaching the quotes to the Purchase Request Form. A minimum of three documented, competitive quotes is required.
  3. The Cabinet Members may waive the requirement of competitive bids or proposals for products/services when he/she has determined that there exists a threat to life, property, public health or public safety or when immediate expenditure is necessary for repairs to college property in order to protect against further loss or loss of, or damage to, college property, to prevent or minimize serious disruption of college services, to ensure the integrity of college records or any other situation which may result in a hardship for the college.
  4. The Cabinet Members may waive the requirement of competitive bids or proposals for products/services when he/she has determined there is only a single feasible source for the products/services. The college shall follow the criteria delineated in section 34.044 RSMo and 1 CSR 40-1(4).
  5. When there are federal funds that apply to a purchase, the College adheres to Uniform Guidance, CFR 2 Section 200.321 to advertise bidding opportunities for contracts with small and minority businesses, women’s business enterprises, and labor surplus area firms.
    1. The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.
    2. Affirmative steps must include:

      i. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

      ii. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

      iii. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

      iv. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

      v. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

      vi. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (1) through (5) of this section.

  6. Bids or quotations may be received from vendors located within and without the college district.
  7. Vendors shall be requested to submit all bids in a uniform manner.
  8. The College will normally award contracts to the vendor submitting the lowest bid that meets all requirements of the bid specifications. However, the college reserves the right to reject any and all bids. In the event of like quotations, purchases shall be made from the vendor the college determines is likely to provide the best service to the College. Other factors being equal, preference will be given to vendors whose primary place of business is within the College’s taxing district.
  9. Purchases made through cooperative procurement agreements with the State of Missouri, its agencies, or educationally related associations are pre-bid by those groups and not subject to the specific bidding requirements set forth herein.

Opening Bids

Prior to the Board of Trustees monthly meeting at which formal bids are to receive official authorization, the College President or his/her delegated agent is authorized to open bids and tabulate results for Board of Trustees consideration.  The bidding process must be completed and approved by the Board of Trustees prior to committing funds for College purchases.

Absent an emergency, a purchase recommendation should be presented to the College President for his/her review no later than five working days before the Board of Trustees monthly meeting.

DOCUMENT HISTORY:

09-08-2010:    Initial approval of regulation FR 3150 Bidding Thresholds. 
09-01-2016:   Revision of sub section number 3100 Financial Management to 3800 Purchasing to provide proper alignment, resulted in change to the title number FR3150 to FR3805.
09-21-2016:   The College Board of Trustees approved the name change of the college from Three Rivers Community College to Three Rivers College.
08-21-2019:   Added clarifying statements for the bidding process and compliance.
02-19-2020:   Added detailed explanation of adherence to CFR 2 Section 200.321.
10-15-2025:
   Updated bidding thresholds.

FR 3810 Purchasing Approval

Section: 3000 Financial
Sub Section: 3100 Financial Management 
Title: FR 3810 Purchasing Approval 
Primary Policy: FP 3801 Purchasing 
Associated Regulations: FR 3650 Receiving; FR3805 Bidding Thresholds 
References: 29 CFR 95.13 Debarment and Suspension; UG 200.212; CFR 2 Section 200.321 
Supersedes: NA 
Responsible Administrator: Chief Financial Officer
Initial Approval: 07-14-2010  Last Revision: 10-20-2021

Three Rivers College has instituted a centralized purchasing procedure. This enables the college to receive bulk pricing, state contract bids, and the convenience of combining shipments. This system also streamlines the purchasing procedure, reduces the paperwork burden, and provides for a better method of tracking all purchasing and receiving.

Prior approval through the purchase order (PO) process is required for all purchases.

The purchase order is the legal document authorizing the purchase of and subsequent payment for materials and services ordered by the college. The PO Number is the control and reference number for all college purchases, and it is to be entered on all receiving documents, invoices, and inquiries pertaining to items ordered.

Through the centralized purchasing procedure, purchase orders are forwarded to the Director of Procurement and Risk Management to place the order with the vendor. If there are any questions regarding your request, you will be contacted for more information. In certain circumstances, such as the specialized nature of certain purchases, employees may receive an approved PO via interoffice mail for the order to be placed by the employee.

All activities paid with federal funds require a review of eligibility on SAM.gov. The Director of Procurement and Risk Management will review SAM.gov to ensure that sub-awardees and contractors for goods and services have not been debarred or suspended from receiving Federal Funds (29 CFR 95.13 Debarment and Suspension also, UG 200.212) The SAM.gov verification form will be downloaded and saved on file as supporting documentation.

Purchase approval MUST be obtained before any goods or services are ordered.

The Purchasing Office assumes that no orders have been placed with vendors for pending purchase order requests. No reimbursement will be provided to any college personnel for orders placed without an approved purchase order. If applicable, the bidding process must be completed and approved by the Board of Trustees prior to committing funds for College purchases.

No employee of Three Rivers College has the authority to purchase or commit funds toward the procurement of goods or services without first going through the authorized requesting and purchasing procedure. Such actions will be considered an attempt to defraud the College and are subject to disciplinary action up to and including termination.

The Cabinet members may waive the requirement of prior approval when they have determined that there exists a threat to life, property, public health or public safety or when immediate expenditure is necessary for repairs to college property in order to protect against further loss or loss of, or damage to, college property, to prevent or minimize serious disruption of college services, to ensure the integrity of college records or any other situation which may result in a hardship for the College.

Only the College President and the Board of Trustees have the authority to contract for the college. All contracts must be approved and signed by the College President or his/her designee or the authorized member of the Board of Trustees and filed with the Office of Financial Services before payments can be made.

Contract Workflow

When a contract for the acquisition of any item or service is utilized, the following process shall be followed:

  1. The requesting employee submits proposed to the Division Cabinet Member.
  2. The Cabinet Member submits proposed contract to the Purchasing Department.
  3. The Purchasing Department submits contract for legal review via email.
  4. Once passing legal review, the Purchasing department will send reviewed contract and proof of review to requesting employee.
  5. The requesting employee will complete the appropriate purchase request materials, attach the contract and proof of legal review, and process the packet through the normal approval channel.
  6. All contracts must be approved and signed by the College President or his/her designee or the authorized member of the Board of Trustees and filed with the Office of Financial Services before payments can be made.
  7. Purchase Request, contract, and proof of legal review shall be retained as purchasing records.

DOCUMENT HISTORY:

07-14-2010:    Initial approval of regulation FR 3810 Purchasing Approval. 
08-26-2013:   Addition of new material-contract workflow process added.
08-24-2016:
   Addition of Federal Funds 29 CFR 95.13 Debarment and Suspension.
09-21-2016:
   The College Board of Trustees approved the name change of the college from Three Rivers Community College to Three Rivers College.
08-21-2019:
   Added clarifying statement regarding the bidding process.
10-20-2021:    Paragraph added to more accurately portray current practice in the language of the college regulation. Wording is borrowed from FR3805 Bidding Thresholds for consistency.

FR 3860 College Hosted Meals

Section: 3000 Financial 
Sub Section: 3800 Purchasing
Title: FR 3860 College Hosted Meals 
Primary Policy: FP 3801 Purchasing 
Associated Regulations: FR 3805 Bidding Thresholds; FR 3510 Travel Authorization and Reimbursement;  FR 3810 Purchasing Approval 
Supersedes: NA 
Responsible Administrator: Chief Financial Officer 
Initial Approval: 09-20-2013
 Last Revision: 08-21-2019 

Three Rivers College will fund the cost of meals or food served at College meetings, events, or activities as follows:

1. When the College hosts invited guests from outside the College.

2. With prior approval of the College President, when the College hosts a candidate for a position.
(This does not apply to candidates in travel status for which only the candidate’s meals will be
reimbursed in accordance with the College Employment Selection/Screening Committee
Handbook.) 

3. When there is a clear, documented, business related purpose.

4. When the meal is necessary for the continuity of the meeting.

5. When approved in advance by the College President.

According to Generally Accepted Accounting Principles (GAAP), for all events, a list of invited attendees along with a statement of the business related purpose and an itemized receipt are required documentation to process payment or reimbursement. For groups of more than 10 individuals, a general statement describing those invited (e.g. members of the community; all faculty and staff) may be used in lieu of a list of invited attendees. Meal costs shall not exceed $25 per person (including tax and gratuity) for breakfast or lunch and $50 per person (including tax and gratuity) for dinner events. Under no circumstance will the cost of alcoholic beverages be covered by College funds.

Food Services Provider Exclusivity

The College contract with its food services provider grants certain rights of exclusivity with regard to sales of food items at the vendor location on the Poplar Bluff campus. As such, the food provider has the right of first refusal to provide any and all catering and other food events only when the food is provided at its designated service location on the Poplar Bluff campus. College units wishing to use College funds for prepared food items for purchase from another vendor in that same location must obtain written approval from the College’s food services provider to the purchase of such items. This provision relates solely to purchases of commercially prepared food items using College funding within the designated food service locations such as (the concession stand area in the Libla Family Sports Complex and in the Café area in Bess Activity Center) on the Poplar Bluff Campus. Therefore, prepared food items may be purchased from other vendors using College funds as long as it is not served in our food service provider’s designated area.

Methods of Purchase

Proper purchasing procedures must be followed when incurring costs for food and food services, regardless of the vendor used, including the College contracted food services provider. Meal expenses for employees in travel status are governed under the terms of the travel policy and regulation and not this policy. Any of the following methods are acceptable for incurring food and food services related costs:

1. A purchase requisition to generate a one-time purchase order may be issued to the vendor for an estimated amount of the food and related costs and is the desired method for all food purchases. This method must comply with the quotation and bid requirements of the College - Bidding Thresholds Regulation, FR3805. Documentation of business related purpose and a list or identifying statement of proposed attendees must be provided at the time of the requisition.

2. A blanket type of purchase order may be used to incur food and food services related expenses when the request is for recurring meetings or when approval is being requested for entities that will not bill the College and must have prepayment. Supporting estimates must be submitted with the request along with justification as to why prepayment is required. A check can be issued from the Blanket Purchase Order to either the entity providing the food and services or the individual that will be paying at the time of the event. This must be clearly noted on the request form.

DOCUMENT HISTORY:

09-20-2013:    Initial approval of regulation FR 3160 College Hosted Meals. 
09-21-2016:
   The College Board of Trustees approved the name change of the College from Three Rivers Community College to Three Rivers College.
04-19-2017:   Revision of numbering FR 3160 to FR 3860 for proper alignment.
08-21-2019:
   Revision to vendor options.