Facilities Guide 2023

Overview The policy set forth in this document establishes standards and guidelines for the procurement of all capital supplies, equipment, construction and services to ensure that they are obtained as economically as possible through an open, ethical and competitive process. The procedures outlined in this document apply to all capital purchases made by Evergreen Goodwill. This document also addresses Agreements and Contracts that are outside the scope of Capital Purchases.

Every Capital purchase must follow the same guidelines. Simple Definition of Capital Purchase:

Capital Purchases are defined as real property and related improvements, furniture, fixtures, equipment and having a useful life of more than one year and a delivered cost of more than $1,000 ($500 in the case of computer equipment and software). Please consult with the Director Procurement and Facilities Services if you have questions.

There are scenarios that apply to Capital Purchases please see below:

Approved Capital Project – Funded No vendor established

Project Manager initiates the process with an email to Director Procurement and Facilities Services. An RFP will be created by the Procurement Team if it is determined that this is the proper course of action.

$1,000 - $4,999 – 1 quote/or acceptable form of research. $5,000 - $24,999 – 2 quotes/or acceptable form of research. $25,000 and above – 3 quotes/or acceptable form of research. Sole Provider no RFP required.

Cost analysis/price is forwarded to Capital Project Manager. Capital Project Manager accepts/decline the proposal. If the proposal is accepted, a Purchase Requisition is created by the Procurement Team - the D365 workflow process is initiated at that point. After all approvals are completed through the workflow process, the Purchase

Order is completed and the PO is sent to the vendor. This process should be completed within 3-4 weeks.

2/10/2021