Section 68IAC1-4-4. Normal purchasing transactions

   (a) The casino licensee or casino license applicant shall submit an internal control procedure regarding purchasing transactions in accordance with 68 IAC 11-1.

  (b) The internal control procedure shall include a statement of policy regarding ethical standards and compliance with state and federal laws. The statement shall prohibit purchasing and contracting personnel from accepting gifts and gratuities from suppliers of goods or services except in accordance with a written policy submitted with the internal control procedures.

  (c) The internal control procedures submitted shall include, but not be limited to, the following information:

(1) The manner in which purchase requisitions will be issued.

(2) The amounts that can be authorized by various positions or level of personnel.

(3) Requirements for the competitive bidding process, including the number of bids required.

(4) Procedures for issuing and approving blanket purchase orders.

(5) Procedures and approval regarding emergency purchases.

(6) Criteria for qualifying approved vendors of goods or services based on such factors as the following:

(A) Quality of the product or service to be provided.

(B) Suitability of the vendor of the goods or services.

(C) Price.

(D) Any other criteria the commission deems necessary to ensure compliance with IC 4-33, IC 4-35, and this title.

(7) Documentation that goods or services acquired were obtained on the basis of fair market value or for a price that is commercially reasonable considering the criteria set forth in subdivision (6).

(8) Procedures and approval process for the acquisition of goods or services that are unique and not part of the normal competitive bid process.

(9) Procedures to ensure that vendor files maintained by the casino licensee or casino license applicant contain the forms, documentations, and approvals required by the internal control procedures.

(10) A prohibition against the purchase or lease of gaming equipment or supplies from other than a supplier that is licensed under 68 IAC 2-2.

(11) Procedures for the approval of contracts or transactions in an amount greater than fifty thousand dollars ($50,000).

(12) The minimum dollar amount of contracts or transactions with one (1) vendor in a twelve (12) month period that require approval by the board of directors, owner, or their designee. This amount shall not be more than one hundred fifty thousand dollars ($150,000).

(13) A written policy regarding the acceptance of gifts or gratuities by purchasing and contracting personnel from suppliers of goods or services.

(14) Any other procedure the commission deems necessary to ensure compliance with IC 4-33, IC 4-35, and this title.

(Indiana Gaming Commission; 68 IAC 1-4-4; filed Dec 11, 1995, 4:30 p.m.: 19 IR 1016; readopted filed Oct 15, 2001, 4:34 p.m.: 25 IR 898; readopted filed Sep 14, 2007, 1:40 p.m.: 20071003-IR-068070354RFA; filed Dec 6, 2012, 2:32 p.m.: 20130102-IR-068110786FRA; readopted filed Nov 26, 2013, 3:58 p.m.: 20131225-IR-068130354RFA)