HomeMy WebLinkAboutProcurementIdaho
Department
of Correction Standard
Operating
Procedure
Title:
Procurement
1 of 9
147.004
Version:
5
Adopted:
03/11/1999
Kim Brown, Chief of the Division of Management Services, approved this
document and it was published on 10/26/2026.
Open to the public: Yes No
SCOPE
This standard operating procedure (SOP) applies to all Idaho Department of
Correction (IDOC) purchasing team, contract administrative unit, fiscal and any
staff involved in the procurement process.
Version Summary
Version 5: This SOP renumbers, renames, and replaces previous SOP
147.06.06.004 v4.0, Purchasing and Contracting. Removes elements of contract
management and refers to the relevant SOP. Eliminates redundancies and refers to
relevant Division of Purchasing rules and policies. Updates terminology, clarifies
purchase order workflow and use of statewide open contracts, and revises dollar
thresholds.
TABLE OF CONTENTS
Scope ....................................................................................................... 1
Table of Contents ........................................................................................ 1
A. Statutory Authority ................................................................................. 2
B. Board of Correction IDAPA Rule ................................................................. 2
C. Governing Policy Statement ...................................................................... 2
D. Purpose ................................................................................................ 2
E. Responsibility ......................................................................................... 2
F. Definitions .............................................................................................. 3
G. Standard Procedures ............................................................................... 3
1. Introduction ....................................................................................... 3
2. Delegated Purchase Authority ............................................................... 3
3. Purchase Prohibitions, Ethics and Supplier Relationships ........................... 4
4. Purchase Limitations ........................................................................... 5
5. Approval Process ................................................................................ 6
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6. Exemptions and Emergency Purchases ................................................... 6
7. Developing Specifications ..................................................................... 7
8. Information Technology Property Purchases ............................................ 7
9. Motor Vehicles .................................................................................... 7
10. Radio Communication Equipment ........................................................ 8
11. Building Improvement Purchases ......................................................... 8
12. Equipment Leases ............................................................................. 8
H. References ............................................................................................ 9
A. STATUTORY AUTHORITY
1. Idaho Code § 20-217A, Appointment of Director – Salary – Powers and Duties
2. Idaho Code Title 67, Chapter 92, State Procurement Act
3. IDAPA 38.05.01, Rules of the Division of Purchasing
B. BOARD OF CORRECTION IDAPA RULE
None
C. GOVERNING POLICY STATEMENT
1. It is the policy of the Board of Correction that IDOC establish authority,
responsibilities, and procedures for oversight, procurement, development, and
administration of contracted goods and services.
D. PURPOSE
1. To promote efficiency and economy in the procurement process.
2. To ensure internal controls exist and are followed for the procurement of goods
and services for IDOC.
E. RESPONSIBILITY
1. Business Support Manager or designee
a. Oversee all procurement for IDOC, in compliance with this SOP and state
procurement statutes and rules. Is the Delegated Purchasing Authority.
2. Contract Supervisor
a. Oversee the activities of the Purchasing team.
3. Purchasing Agent
a. Implement this SOP and ensure IDOC staff are practicing the guidelines,
standards, and procedures provided herein and are in full compliance with
state procurement statutes, rules, and this SOP.
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4. Buyer and Buyer, Senior
a. Complete procurement activities and ensure they comply with state
procurement statutes, rules, and this SOP.
5. Contract Officers
a. Administrate contract activities in accordance with SOP 147.001, Contract
Management.
F. DEFINITIONS
1. Statewide Open Contract: A contract awarded by the Idaho Division of
Purchasing to one or more vendors who have agreed to allow all state agencies
to procure or purchase specified property under the terms and conditions set
forth in the contract.
2. Property: Goods, services, parts, supplies and equipment, both tangible and
intangible, including, but nonexclusively, designs, plans, programs, systems,
techniques and any rights and interests in such property. This includes
concession services and rights to access or use state property or facilities for
business purposes.
3. Purchasing: For the purpose of this SOP, the central office Purchasing team
consists of buyers, senior buyers, the purchasing agent, the contracts
supervisor, and the business support manager.
4. Purchase Order: Notification to the supplier to provide the stated property
under the terms and conditions set forth in the purchase order.
5. Requisition: A standard state or department specific form that serves as the
internal purchase request to acquire the property; it is the starting process for
beginning a purchase.
G. STANDARD PROCEDURES
1. Introduction
a. All purchases shall comply with department SOPs, Division of Purchasing
(DOP) laws, rules, and policies, and all other applicable state statutes. In the
event of any conflict, this SOP shall be interpreted to ensure compliance with
state statutes and rules.
b. Any staff who initiates a purchase is responsible for ensuring the purchase
complies with state procurement statutes, rules, and this SOP.
c. Any staff involved in the procurement, oversight, administration,
management, and monitoring of services and commodities provided by a
contracted third party must conduct all business in an ethical and
professional manner and in accordance with Idaho Code § 67-9233, SOP
217.07.01.001, Ethics and Standards of Conduct, and department SOPs.
2. Delegated Purchase Authority
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a. The business support manager is the delegated purchase authority (DPA) for
the department for a specific dollar amount that is determined and granted
by the DOP administrator. Under this DPA, the business support manager is
authorized by the DOP to conduct public procurements for the acquisition of
property to contractually bind the department.
b. Under the business support manager’s oversight, the following
responsibilities apply:
i. Institutions, facilities and/or management with spending authority have
sub-delegated purchase authority from the business support manager up
to $4,999.
ii. Purchasing has sub-delegated purchase authority from the business
support manager of $15,000.
c. Purchasing receives and reviews all purchases. Buyers or senior buyers will
determine the appropriate process for procurement including the
appropriate type of formal solicitation.
3. Purchase Prohibitions, Ethics and Supplier Relationships
a. In accordance with Idaho Code § 67-9230, the department prohibits staff
from:
i. Transferring contracts without the DOP administrator’s written approval.
ii. Benefitting from any contract made in whole or part with the State.
iii. Illegally influencing or attempting to influence the award of a contract.
iv. Conspiring with suppliers, or their agents, to influence or attempt to
influence an award of a contract.
v. Failing to utilize open contracts (also referred to in this SOP as statewide
open contracts) without an exemption request approved by the DOP
Administrator.
vi. Accepting property which the staff knows does not meet specifications or
substantially meet original performance test results.
vii. Accepting a bid from a supplier who was paid for services utilized in
preparing bid specifications or who provided services influencing the
procurement process. If a supplier was paid for services or influenced the
process, they would be prohibited from bidding.
viii. Engaging in conflicts of interest regarding the holding of contracts or
state staff selling property or supplies to the state.
b. The following are expected of staff when working with suppliers:
i. Maintain and practice the code of ethics along with professional courtesy
and competence in all transactions.
ii. Avoid showing favoritism or being influenced by suppliers through the
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acceptance of gifts, gratuities, loans or favors.
iii. Respect the supplier’s business and legal rights to confidentiality for trade
secrets and other proprietary information. If any questions arise, staff
are to contact Purchasing for assistance.
iv. Whenever a supplier fails to meet the requirements of the department,
contract, or purchase order, the failure must be brought to the attention
of Purchasing for resolution. Purchasing will facilitate problem resolution
while maintaining good working relationships with the supplier and DOP.
DOP is responsible for administering statewide open contracts.
4. Purchase Limitations
a. Purchase Orders up to $4,999
i. All department locations have this sub-delegated authority.
ii. For discretionary purchases in accordance with good business practices
and in the best interest of the state.
iii. Three quotes are not required but should be considered when possible or
practical.
b. Purchase Orders from $5,000 to $14,999
i. Purchasing determines whether three quotes are needed.
ii. Purchasing reviews all requisitions.
c. Purchase Orders from $15,000 to $149,999
i. Purchasing manages all purchases within this range.
ii. Require Purchasing to issue a Request for Quote (RFQ) and seek a
minimum of three quotes from suppliers.
d. Purchase Orders $150,000 or more
i. DOP administers these purchases in coordination with Purchasing.
ii. Invitation to Bid (ITB) is used for procuring products.
iii. Request for Proposal (RFP) is used for procuring contract services or
complex purchases.
e. Purchase Orders on Statewide Open Contracts
i. Per Idaho Code § 67-9230, if there is a statewide open contract in place,
the department must purchase the goods or service from that supplier.
These purchases are exempt from competitive bidding
ii. Purchasing still must approve all purchase orders with a statewide
supplier.
f. The following types of purchases are also exempt from the quote or bid
requirements:
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i. Purchases from current department contracts.
ii. Purchases from Idaho Correctional Industries up to $10,000.
iii. Purchases from other Idaho state departments or agencies.
iv. Purchases from federal government agencies.
5. Approval Process
a. Before a purchase order is created a requisition must be approved through
the following approval steps:
i. Purchasing approval: When a requisition is entered into the procurement
system, Purchasing must review to ensure it is within state procurement
statutes, rules, and SOPs.
ii. Fiscal approval: After Purchasing approves the requisition, fiscal must
review and approve.
iii. Leadership approval: Depending upon the dollar amount, the
procurement system will route the requisition to the proper leadership
approver who must review and approve before the purchase order can be
created.
iv. Once a requisition is approved, the system creates a purchase order.
Suppliers use the purchase order as a reference on the relevant invoice
so they can be matched for payment.
b. RFQ, ITB and RFP Solicitations
i. For purchases that require a RFQ, ITB, or RFP as defined by DOP laws and
policies, the relevant solicitation process and contract award must be
completed first. Then, any requisitions under the contract will follow the
same approval process described in section G.5.a.
6. Exemptions and Emergency Purchases
a. In order for the department to be exempt from following the regular bid
procedures, there are various exemptions defined by the DOP exemption
Request Form that must be submitted by Purchasing and approved by the
DOP administrator prior to purchase.
b. Idaho Code § 67-9221 authorizes a limited exception to processes for
emergency purchases. DOP rule IDAPA 38.05.01 defines an emergency as “a
situation that creates a threat to public health, welfare, or safety such as
may arise by reason of floods, epidemics, riots, equipment failures, or other
similar circumstances. The existence of such condition must create an
immediate and serious need for property that cannot be met through normal
acquisition methods.”
i. In an extreme emergency, department personnel may take whatever
procurement action necessary to resolve the emergency, to be followed
by a written explanation and summary of the action taken to Purchasing.
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Purchasing will prepare the emergency documentation, signed by the
director (or designee), and provide to DOP.
7. Developing Specifications
a. Purchasing is responsible, with input from the end user, to develop complete
specifications for purchase requests taken out to bid as outlined in IDAPA
38.05.01.111.
b. The specification may include a description of requirements for inspecting,
testing, or preparing a material, equipment, or service for delivery.
Specifications may be incorporated by reference and/or through attachment
to the solicitation.
c. To ensure that specifications meet criteria, consider the following:
i. Specifications should be clear and accurate to the supplier and end user
but not be so specific that they eliminate competition.
ii. Specifications should be flexible to maximize the number of bidders.
iii. Specifications should be verifiable.
iv. Tolerance call-outs should only be as specific as necessary to meet end
user needs and not unnecessarily limit competition.
d. If it is determined that a specific brand name with no equivalents is required
for the specification, then Purchasing must first request an exemption
approval from the DOP administrator.
8. Information Technology Property Purchases
a. The department's review and any subsequent acquisition will conform to the
guidelines and policies established by the Idaho Office of Information
Technology Services (ITS).
b. IDOC’s information technology manager must review and approve all
information technology (IT) purchases.
c. Staff must request IT quotes through the IT team. All IT purchases will be
shipped to central office, or other designated location by IT, for inventory
purposes.
d. IT property includes, but is not limited to, all present and future forms of
computer hardware, video and/or imaging, computer software and services
used for automated data processing or storage, and computer related office
automation and telecommunications, including licensing and maintenance.
e. Telephone System: ITS manages the centralized telephone system and all
components of the network.
9. Motor Vehicles
a. New vehicle purchases must be purchased through statewide open contracts
using a Vehicle Order Form (VOF) found on the DOP Statewide Contracts
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webpage.
b. Purchasing will generate the proper VOF and enter a requisition after
obtaining fiscal approval.
c. Once the requisition is approved and a Purchase Order is generated,
Purchasing will send the VOF and the Purchase Order to the dealer and fiscal
will encumber the funds.
d. Used vehicle purchases must be submitted to DOP using an Exemption
Request. Once approved by DOP, Purchasing can continue with the purchase.
This process is managed by Purchasing.
10. Radio Communication Equipment
a. All two-way radio and associated communication equipment must be
purchased from a state-approved vender using the National Association of
State Procurement (NASPO) contract. All programming and master
inventorying of any two-way radio and associated communication equipment
will be coordinated with Public Safety Communications – Idaho Military
Division by the Emergency Preparedness Coordinator.
11. Building Improvement Purchases
a. Purchases or services that are needed for building improvements also follow
Division of Public Works (DPW) guidelines and the following.
b. DPW manages all projects over $500,000.
c. For projects valued at least $100,000 but less than $500,000, the
department can request delegated authority to manage.
i. If the project is delegated by DPW, the department must follow the bidding
process required by DPW, and the department can use contractors
awarded DPW service contracts up to $200,000.
d. Projects estimated to be less than $100,000 are managed by the department
using the same processes described in sections G.4 and G.5 of this SOP,
unless the department uses contractors who have been awarded service
contracts through DPW.
i. The department may also use other state agency service contracts but
must contact and receive approval from that agency prior to contacting
the service provider.
12. Equipment Leases
a. If the leases do not exceed one year in length, the department may enter
equipment leases using the same requirements, limitations, and delegated
purchase authority as purchases (see sections G.4 and G.5 of this SOP).
b. All leases exceeding one year in length must be reviewed, approved, and
processed through DOP.
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H. REFERENCES
1. Forms
a. DOP exemption Request Form |
https://laserfiche.purchasing.idaho.gov/Forms/dop_exemption_form_master
2. Cited Documents
a. Division of Purchasing: Laws and Policies |
https://purchasing.idaho.gov/laws-and-policies/
b. Division of Purchasing: Statewide Contracts |
https://purchasing.idaho.gov/statewide-contracts/
c. Division of Public Works: Documents, Forms, and Guides |
https://dpw.idaho.gov/docs-forms-guides/
d. IDAPA 38.05.01, Rules of the Division of Purchasing |
https://files.dfm.idaho.gov/dfm-admin-website/rules/current/38/380501.pdf
e. Idaho Code § 67-9221, Noncompetitive and Emergency Procurements |
https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH92/SECT67-
9221/
f. Idaho Code § 67-9230, Prohibitions |
https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH92/SECT67-
9230/
g. Idaho Code § 67-9233, Ethics in Procurement |
https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH92/SECT67-
9233/
h. SOP 147.001, Contract Management
i. SOP 217.07.01.001, Ethics and Standards of Conduct
3. Other Significant Documents
a. Idaho Code Title 67, Chapter 92, State Procurement Act |
https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH92/
b. Idaho Code § 67-5710A, Requirement of Plans and Specification Approval by
Permanent Building Fund Advisory Council and Delegation of Project
Oversight by The Administrator for the Division of Public Works |
https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH57/SECT67-
5710A/
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