B-2 General Purchasing and Contracting Authority

I. Purpose

The University of Kentucky Board of Trustees (Board of Trustees) has elected to perform all contractual services, rentals of all types, and procurement of supplies, materials, equipment, printing and services in accordance with Kentucky Revised Statutes (KRS) 164A.550 to 164A.630.

II. Responsibilities

Procurement and contracting functions at the University of Kentucky as a state agency must be completed within the framework of the Commonwealth of Kentucky Revised Statutes. These statutes contain the following major procurement responsibilities:

1. Establish policies and procedures to complete competitive sealed bidding, competitive and noncompetitive negotiations, and small purchase procedures.
2. Establish procedures to identify items of common general usage to foster volume purchasing, and establish and enforce schedules for purchasing supplies, materials and equipment.
3. Establish procedures to salvage, exchange, and dispose of surplus supplies, materials, and real property.
4. Establish procedures to contract for capital construction projects, including the necessary design services and bidding and contracting of necessary construction services. Bidding may be on a total design-bid basis, a lump sum bid, or construction management, whichever offers the lowest real cost. All specifications for construction contracting must be written to promote competition. 
5. Control purchases of energy-consuming equipment, supplies, and related equipment to promote energy conservation and the acquisition of energy-efficient products. 
6. Negotiate for the procurement of contractual services, supplies, materials, or equipment in bona fide emergencies, regardless of estimated costs. However, a good-faith effort to contract for the requirements at a competitive price must be made. The existence of the emergency must be explained and justified in writing by the Executive Vice President for Finance and Administration and must be approved by the University President or their authorized designee.
7. Establish policies and procedures to contract for services and goods where competitive bidding may not be required or appropriate.
8. Establish policies and procedures for negotiation and contracting with vendors who maintain General Services Administration (GSA) agreements. 
9. Establish policies and procedures for cooperative agreements with other public or private institutions of education or health care.

III. Policy

1. In accordance with the provisions of the above statutes and the authority contained therein, the Board of Trustees has elected to perform the University’s entire Procurement function by delegating this authority to UK Procurement Services. UK Procurement Services has further delegated certain procurement authority to its Affiliated Corporations via written delegations of authority, or written policies or procedures approved by the UK Chief Procurement Officer.  
2. Purchases and contracts must not be made with an employee of the University or its Affiliated Corporations for any item of supply, equipment, or service, nor may an employee have any interest, directly or indirectly, in any purchase made by the University or its Affiliated Corporations. Purchases for the University and its Affiliated Corporations are made for the purpose of meeting program requirements of the various units. 
3. The following sections of this manual provide guidance regarding policies and procedures to be followed by departments of the University and its Affiliated Corporations for the purchase of supplies, equipment, and services. Direct questions regarding any part of the Business Procedures Manual, Procurement Section to UK Procurement Services.