PURPOSE: The purpose of this guideline is to give the CVAC Board a framework for the procurement of products and the hiring of services as it seeks to maintain and expand the ongoing work of the Connecticut Valley Adventist Church. The objective of this guideline is to enhance the church members’ confidence in the monetary decisions made by the CVAC Board. This policy shall be reviewed and changed if the needs of the church change over time.

THREE-TIER APPROACH:

This guideline is divided into three major sections:

1. Procurement of Goods and Services up to $1,000.00

2. Procurement of Goods and Services between $1,000.00 and $10,000.00

3. Procurement of Goods and Services above $10,000.00
   

GUIDANCE: STEP 1:

The majority of routine purchases and/or the hiring of services are under $1,000.00. Most of these purchases are consumables or short-fused needs. The CVAC Board is authorized to use its corporate wisdom and discretion in regards to this level.

GUIDANCE: STEP 2:

Procurement of Goods and Services which will cost the church between $1,000.00 and $10,000.00 will require no less than two [2] bids. The two or more bids will be presented in writing at board meeting. This documentation will be presented on a store’s and/or contractor’s bid form or the CVAC Purchase Order Form. This documentation is to become part of the official church records.

Price will not be the only consideration when choosing a bid. Quality, warranties, time, recommendations, etc., will be taken into account when a decision to hire or purchase is made.

Exception: Products and/or services which are of a "unique" nature do not require two or more bids. (For example — there are products we may need that can be purchased only through an Adventist source — like the Satellite Dish.)

GUIDANCE: STEP 3:

Step three is for Procurement of Goods and Services above $10,000.00. The procedure of STEP 2 is to be followed. The CVAC Board will make a recommendation to the church family. During a duly called Business Meeting a representative from the CVAC Board will make a presentation including the reasoning, cost, and proposed financing of the recommendation. The decision and responsibility of the decision belongs to the corporate vote of the church family in business meeting.

Exception: In the case of catastrophic damage to CVAC property, requiring quick action, this step will be overridden by the CVAC Board. The two-week requirement of announcements for a duly called Business Meeting, may be impractical to expedite the needed action.

Policy Approved In Business Meeting On 01 August 1998

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