DAS Purchasing Policy and Procedures Manual


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Introduction 

Overview  

This manual provides purchasing guidance for Department of Administrative Services (DAS) staff and agencies supported by the Small Agency Resource Team (SmART). It explains the policies and procedures for purchasing goods and services on behalf of a state agency. 

The purpose of this manual is to help ensure that purchases are:

  • Necessary and supported by available funding;
  • Made under the appropriate purchasing authority;
  • Made through an existing Statewide Contract when possible/required;
  • Competitively obtained when applicable;
  • Consistent with the state’s Small Business Enterprise (SBE)/Minority Business Enterprise (MBE) requirements and goals;
  • Properly authorized and documented; and
  • Processed correctly in Core-CT. 

This manual supplements, but does not replace, applicable Connecticut statutes and regulations, DAS General Letters, Statewide Contracts, Office of the State Comptroller (OSC) requirements, Office of Policy and Management (OPM) requirements, Core-CT procedures, or other controlling policies. 

Need Assistance?

The DAS Business Office is here to support you during the entire purchasing process. Please feel free to contact the designated purchasing mailbox listed in Appendix A for additional guidance before making any purchase. 

What Purchases Are Covered by This Manual? 

This manual generally applies to the purchase of goods and services that fall under DAS’ Purchasing Authority, such as: 

  • Building supplies and services; 
  • Cleaning and janitorial supplies and services; 
  • Engineering services; 
  • Hardware, software, and IT consulting; 
  • Office furniture, equipment, and supplies; 
  • Printing supplies and services; 
  • Management services; 
  • Security services; and 
  • Safety supplies and services. 

Is the purchase IT-related? If so, contact your BITS Customer Success Manager (CSM) or IT Manager to determine the purchasing authority and the purchasing method. 

What Purchases May Require a Different Process?

Separate or additional requirements govern certain purchases. These may include:

  • Items Covered by the Office of Policy and Management’s Purchasing Authority;*
  • Memberships, sponsorships, donations and similar items need to be purchased under the operating authority of your own agency
  • Real property;
  • Public utilities;
  • Grants
  • Construction;
  • Certain information technology (IT) purchases; and
  • Other specialized transactions.

*Office of Policy and Management (OPM) Purchasing Authority 

The Office of Policy and Management (OPM) establishes requirements for certain contracts involving professional services and the delivery of health and human services. Agencies should determine whether a proposed purchase falls under OPM authority before proceeding under another purchasing method. 

OPM oversees two primary types of agreements: 

  • Personal Service Agreement (PSA) - Used to obtain professional services from individuals or entities with specialized expertise. Examples may include trainers, medical professionals, researchers, consultants, and actuarial service providers 
  • Purchase of Service (POS) Contract - Used to obtain direct health and human services for an Agency’s clients. Examples may include group home services for people with disabilities, substance use disorder treatment services, and other client-based health and human services. 

If your purchase falls under this category, you can reach out to OPM at 860-418-6313 or visit the website here: PSA POS Procurement Standards. 

If you are unsure whether a purchase falls within the scope of this manual, contact the DAS Business Office before proceeding. 

Step 1 - Before You Make a Purchase 

Before requesting quotes, selecting a vendor, or committing to a purchase, work through the following questions in order: 

1. Is funding available? 

Confirm that sufficient funding is available and obtain the appropriate Core-CT coding string. 

2. What purchasing authority applies? 

Determine whether the purchase falls under OPM, DAS Procurement contract, or General Letter 71 (GL71) purchasing authority. 

3. Is there an existing Statewide Contract? 

Determine whether the needed goods or services are available through an existing DAS Statewide Contract. If an applicable contract exists, the Agency must use the contract unless otherwise authorized. 

4. Have SBE/MBE requirements been considered? 

Determine whether a certified Small Business Enterprise (SBE) and/or Minority Business Enterprise (MBE) can meet the Agency's purchasing needs and complete the required good-faith effort, when applicable. 

5. What purchasing method and documentation are required? 

Based on the applicable purchasing authority, dollar amount, type of purchase, and period of performance, determine whether quotes, competitive solicitation, a written contract, or other documentation is required. 

6. What Core-CT and payment processes apply? 

Follow the appropriate Core-CT, P-Card, purchase order, receiving, and payment procedures. 

The sections that follow walk through each of these steps in greater detail. 

Step 2 - Determine and Verify Funding Source  

Before beginning the purchasing process, confirm that sufficient funding is available for the proposed purchase. 

The DAS/SmART Budget Team can assist with: 

  • Confirming the availability of funding; and 
  • Identifying the appropriate Core-CT coding string. 

If Funding Is Not Available 

If sufficient funding is not currently available, work with your Department Head or other appropriate Agency leadership to determine the priority and urgency of the purchase. 

Depending on the Agency's operational needs and budget, options may include: 

  • Deferring a lower-priority budgeted purchase; 
  • Postponing the purchase to determine whether funding becomes available later in the fiscal year; or 
  • Planning the purchase for the following fiscal year.

Ultimately, each Agency or department is responsible for establishing its spending priorities within available resources. For urgent operational needs, consult your Department Head, Commissioner, or other appropriate Agency leadership. 

Do not proceed with a purchase until funding and the appropriate coding have been confirmed.

Step 3 - Determine Purchasing Authority  

Overview

Before selecting a purchasing method, determine which authority governs the purchase. 

Note: Purchasing authority and purchasing method are not the same thing. The purchasing authority establishes who has authority to make the purchase and what rules apply. Once the appropriate authority is identified, the Agency can determine the correct purchasing method. 

Depending on the purchase, authority may come from: 

  • The Department of Administrative Services (DAS) 
  • Authority delegated to Agencies through General Letter 71 (GL71) 
    • As a reminder, if your purchase falls under the OPM Purchasing Authority, this document does not apply, and you should visit the OPM Purchasing Authority website

Is the purchase IT-related? If so, contact your BITS Customer Success Manager (CSM) or IT Manager to determine the purchase authority and the purchase method. 

High-Level Summary of Purchasing Authorities 

AUTHORITY/METHOD WHEN USED KEY REQUIREMENT 
State/DAS Contract An applicable Statewide/DAS contract exists  Purchase under the existing contract and follow all applicable ordering terms
GL71a - $25,000 or Less, Nonrecurring, 1 Year or Less Minor, nonrecurring purchase of $25,000 or less with performance completed within 1 year    Quotes/bids are not required under GL71 3.a.i, subject to Agency internal processes.
GL71b — $25,000 or Less, Recurring, 1 Year or Less Recurring purchase of $25,000 or less with performance completed within 1 year  Obtain at least 3 written quotes/bids, where possible and practical.
GL71b — Over $25,000 to $100,000  Purchase exceeds $25,000 but does not exceed $100,000  Use a competitive solicitation and obtain at least 3 written quotes/bids, where possible and practical. Agency contract required.

 

Follow the Steps below to determine which purchasing authority it will fall under.  

Step 3.1: Check for an Existing DAS Contract 

When a purchase initiator identifies a need for goods or services, the first step is to determine whether an applicable DAS Statewide Contract already exists. 

Search the CT Source Contract Board for the required goods or services. See Appendix C: Using the CT Source Contract Board for more details on how to complete the search.  

Is there an applicable DAS Statewide Contract?

  • YES — A Statewide Contract exists: The Agency must purchase the goods or services in accordance with the applicable contract. Proceed to Step 3.2: Review Statewide Contract Requirements.
  • NO — A Statewide Contract does not exist: The purchase may be eligible to proceed under the purchasing authority delegated through General Letter 71 (GL71). Proceed to Step 3.3: Complete the SBE/MBE Review before determining the appropriate GL71 purchasing method. 

Step 3.2: Review Statewide Contract Requirements

If an applicable DAS Statewide Contract exists, review the contract carefully before contacting a vendor, obtaining quotes, or placing an order. Each contract may contain different purchasing requirements, including:

  • Quote or competitive-quote requirements;
  • Vendor selection procedures;
  • Statements of Work (SOWs);
  • Ordering instructions;
  • Required forms or documentation; and
  • Other contract-specific terms and conditions.

Follow all requirements identified in the applicable Statewide Contract.

Questions about a contract or its purchasing requirements should be directed to the DAS contract administrator identified on the contract (This information can be found on the actual contract on CTSource.)

After reviewing the contract requirements, proceed to Step 3.3: Complete the SBE/MBE Review.

Step 3.3: Complete the SBE/MBE Review 

Overview  

After identifying the required good or service—and, when applicable, the vendor available through a DAS Statewide Contract—the purchase initiator must determine whether the vendor is certified by DAS as: 

  • a Small Business Enterprise (SBE); 
  • a Minority Business Enterprise (MBE); or 
  • both an SBE and MBE. 

Use the DAS Spending Allocation Goals website and Small Business Certification Directory to complete this review. The DAS Spending Allocation Goals website provides guidance, job aids, search tools, FAQs, and training materials. It also provides instructions for documenting good-faith efforts in Core-CT and selecting the appropriate good-faith effort comment. 

Searching for SBE/MBE Vendors 

If the vendor is already known—for example, because the vendor is listed on a Statewide Contract—search the Small Business Certification Directory by business name to determine the vendor’s certification status. 

If there is no Statewide Contract or known vendor, search the directory by the type of good or service needed. The Advanced Search function is generally the most effective way to identify potential vendors by product or service. 

Documenting the Review 

Document the applicable good-faith effort information as part of the purchasing process: 

  • ePRO purchases: Enter the applicable good-faith effort comment when creating the ePRO. Additional system-entry and documentation requirements are provided in Appendix D and F of this manual. 
  • P-Card purchases: Record the required information on the applicable P-Card log. 

What Happens Next? 

  • If the purchase is made under a DAS Statewide Contract: Follow the purchasing requirements of the contract and proceed to Step 4: Determine Your Purchasing Method 
  • If no applicable DAS Statewide Contract exists: Proceed to Step 3.4: Determine Purchasing Authority Under General Letter 71. 

Step 3.4: Determine Purchasing Authority Under General Letter 71 

After confirming that no applicable statewide contract exists and completing the applicable SBE/MBE review, obtain pricing sufficient to determine the appropriate purchasing route. Pursuant to Title 4a, Chapter 58 of the Connecticut General Statutes, as amended from time to time, DAS delegates to Agencies the authority to purchase and/or rent goods and/or services, directly for $100,000 or less, subject to the following purchasing limitations. The value and term of the purchase determine which GL71 category may apply. 

General Letter 71 A 

  • Purchases of $25,000 or less when performance will be completed within one year. 
  • Minor non-recurring or emergency purchases of $25,000 or less may be made without quotations or bids and, when consistent with agency internal processes, without a written contract. 

General Letter 71 B

  • Purchases over $25,000, or purchases of any amount when performance exceeds one year, up to $100,000.  
  • Where possible and practical, these purchases must be competitively solicited and based on at least three written quotations or bids from responsible, qualified providers. 

Purchases Over $100,000

If the anticipated purchase exceeds $100,000, General Letter 71 does not provide purchasing authority. Purchases of more than $100,000, including emergency purchases, must be submitted to DAS using a DAS-BID requisition.  

For emergency purchases, note ‘Emergency’ in the header comment field.  

Contact the DAS Procurement Office before proceeding if you have any questions so the appropriate competitive procurement process can be initiated.

Step 4 –  Determine Your Purchasing Method

Overview

Now that you’ve identified your good/service, funding source, purchasing authority, applicable State contract, dollar value, and restrictions, you can now determine whether P-Card or ePro is the appropriate purchasing method.

Step 4.1 Purchasing Card (P-Card)

A P-Card is a State-issued purchasing card used for authorized State business purchases. It may be appropriate to use for eligible routine purchases when the cardholder has authority, the purchase is within applicable limits, and all procurement requirements are met. 

A P-Card may not be used to circumvent procurement requirements.

The Office of the State Comptroller (OSC) establishes financial, accounting, P-Card, and payment requirements. This Guide does not replace the OSC P-Card Manual or other applicable OSC requirements. Visit the OSC Website here for more information.

Certain individuals are approved P-Card holders because of their job duties.  If you determine that a P-Card is the appropriate purchasing method and you do not have a P-Card, check to see if there is someone within your agency who can assist you.  If not, move to the next step with Step 4.2 - Purchasing with Core-CT ePro

View the P-Card Purchasing Policy and P-Card FAQs! 

Step 4.2 - Purchasing with Core-CT ePro

Core-CT ePro is the state's electronic purchasing process used to create purchase orders, process requisitions and other related purchasing transactions.

When a purchase requires a purchase order or other requisition-based procurement process, the transaction must be initiated through Core-CT ePro before the purchase is made or services are performed, as applicable. Issuing the appropriate purchasing document in advance supports transparency, accountability, proper authorization, and compliance with State procurement and contracting requirements.

If Core-CT ePro is the appropriate purchasing method, determine which requisition or transaction type applies and complete the required Core-CT ePro process to ensure a purchase order is in place before proceeding with the purchase.

For detailed instructions, see Appendix D: In-Depth Tutorial to Create an ePro Requisition.

For IT-related purchases, see Appendix E: In-Depth Tutorial to Create an ITD-10 Requisition.

Additional Helpful Hints and Recommendations

  • Before any purchase of goods or services, a requisition must be submitted, and a purchase order needs to be in place.
    • If a blanket PO is in place for a P-Card user (verify with buyer first), the P-Card holder shall make the pre-approved purchase. 
    • If using a state contracted vendor, the quote must include the contract number
    • Check the expiration date when submitting an ePro to ensure the quote is still valid.
    • Do not delay entry of an ePro to avoid having to re-request a quote and delay the process.
  • Adequate backup for the purchase.  
    • Backup includes a proposal or quote.  
    • Invoices should be avoided, as they indicate that the request is being made after the commodity or service has already been received
    • A complete description of the commodity or service (*line-item description), exact dates of service (obligation start and end dates), and total purchase amount (obligation amount).   
      • * A separate line-item description should be entered for each commodity or service requested.    
    • Contact your department approver after submitting an ePro to avoid unnecessary delays 
  • You can only get subscriptions for one year; an ePro request must be submitted annually. 
  • It is the responsibility of the P-Card holder to ensure funds are encumbered before making a purchase.  
  • When in doubt, reach out to the appropriate buyer assigned to your agency/department for this information. (See Appendix A) 
  • Invoices/receipts and Packing slips (when available) are to include: date received, ok to pay, and signature are all required for every P-Card purchase.
  • P‑card processing fees, surcharge fees, and taxes are allowable. Before making a purchase, ask whether there will be any additional charges.
  • If there is an SOW for the quote, please make sure it is signed by both the contractor and the state agency and submitted with the requisition.
  • PSA amendments must be signed and dated by all parties. 

Final Step - Submit for Approval and Confirm Authorization to Proceed

Once you have determined the appropriate purchase method and completed the required P-Card documentation or ePro requisition, the final step is to ensure the purchase receives all required approvals before proceeding with the purchase or authorizing work to begin.

For purchases processed through ePro, submitting the required requisition initiates the applicable approval workflow.  Submission of a requisition does not constitute approval or authorization to proceed. Monitor the requisition through the approval process and address any questions, corrections, or additional documentation requested by reviewers.

Once all required approvals are complete and the appropriate purchasing authorization has been issued, confirm that you are authorized to proceed with the purchase.

Do not place an order, make a commitment to a vendor, or authorize services to begin until the required approval and purchasing authorization are in place (i.e., Steps 1 – 4 from above).
 

Appendixes

  1. Appendix A - Email Contacts
  2. Appendix B - Quick Links and Additional Resources
  3. Appendix C - Using the CTSource State Contract Look Up Board
  4. Appendix D - In-Depth Tutorial to Create an ePro Requisition
  5. Appendix E - In-Depth Tutorial to Create an ITD-10 Requisition
  6. Appendix F - Helpful Hints for Covendis Consultant Requisitions 

Policies and General Letters Frequently Accessed Policies and General Letters

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