260:115-5-7. State agency purchasing procedures

Development.

In addition to statutory requirements and requirements set forth elsewhere in these purchasing or other applicable procurement rules, a state agency's internal purchasing procedures must also include the method whereby an unsuccessful bidder may protest a contract award, provisions for procurement policies under statutorily applicable emergency events, purchase card procedures and other information required by the State Purchasing Director. Internal purchasing procedures are not effective until approved.

Notice of approval or denial to state agency.

After submission by a state agency of its proposed internal purchasing procedures, the State Purchasing Director shall notify the state agency of approval or indicate revisions necessary to bring the procedures into compliance.

State agency resubmission following disapproval.

The state agency shall resubmit its proposed internal purchasing procedures until the procedures are approved.

Purchasing procedure review.

State agency internal purchasing procedures shall be reviewed by the state agency as needed, but at least annually. If a state agency desires to amend the state agency's internal purchasing procedures, the state agency shall submit the proposed new procedures in entirety to the State Purchasing Director for approval and, in any event, submit updated internal purchasing procedures to the State Purchasing Director for approval every two (2) years.

State agency Purchase Card (P/Card) procedures.

A state agency shall amend its internal purchasing procedures to include the agency's Purchase Card (P/Card) procedures within six (6) months of completing the P/Card Program implementation process through OMES and submit the internal purchasing procedures to the State Purchasing Director. The P/Card procedures shall include provisions for procurement policies under statutorily applicable emergency events and the state agency's approved food policy and must specify the process established by the agency to ensure a PCard held by a terminated or separated employee or an employee who no longer has a job function requiring a P/Card, is promptly surrendered to the State Agency P/Card Administrator.