Purchasing

The Purchasing Department is responsible for the procurement of commodities, goods and services of the College and to assist the college community with questions regarding these purchases.  All purchases must be in compliance with the procurement laws of the Commonwealth of Massachusetts and the Greenfield Community College Purchasing Policy.

A Purchase Requisition is required for all orders and should be completed and signed by the department and forwarded to the Purchasing Department where it will be verified for competitive pricing. Once pricing is verified, the purchase requisition will be processed and turned into a Purchase Order (PO). The PO will be mailed or faxed to the vendor by Purchasing. By placing an order without a PO, the department is assuming personal financial responsibility if the invoice is denied for payment. Once the goods or services are received, the department will be notified and the invoice will accompany the purchase order for payment processing.

Purchasing thresholds:

  • Purchases under $15,000 - purchaser will use sound business practices
  • Purchases between $15,000 and $50,000 - purchaser shall seek written quotations from no fewer than 3 vendors customarily providing the supply or service
  • Purchases over $50,000 - purchaser shall conform to the competitive bid process set forth in Mass General Law Chapter 30B Section 5

Sole Source Purchases

There are certain items that can only be obtained by one company due to proprietary laws (especially software) or in other cases where there are no vendors in the area to supply the item.  In these cases we can use that company but must have the GCC Sole Source Justification Form to attach with the purchase requisition explaining why we had to use this particular company.

 

Questions regarding the purchase of supplies, equipment, advertising and requests for proposal should be directed to:

Ryan Aiken, Director of Procurement, ext. 1309,

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