Occasionally the Department Head needs to contract for specific services or assets. In most cases, Procurement Services will support with the development of the contract and where necessary, the bidding required, to ensure the best price, quality, and service for the University. It’s also important to note that in most cases, no contract may be executed by anyone other than the Dean, Provost, or the Procurement Services Buyer/Director.
Amounts of $3,000 or above: requisitions are issued to the Office of Procurement Services through Banner (or for amounts under $3,000 in those instances where a Procurement card may not be used.)
Amounts $3,000 - $10,000: Request for Quotation (RFQ) or Request for Proposal (RFP) shall be considered for these purchases by Procurement Services.
Amounts $10,001 to $25,000: Request for Quotation shall be required. Items that are in the amount of $10,000 or more, where applicable, may be handled as Single Feasible Source (SFS) purchases that shall be justified in writing and internally posted for a minimum of one, but up to three business days, and are subject to electronic posting or advertising when above $25,000. Contracts shall be issued to the lowest bidder meeting specifications.
Amounts over $25,000: For purchases greater than $25,000, the Procurement Services Department should be consulted to determine the proper steps in the bidding procedure. In order to prepare documents necessary to bid the project, Procurement Services will require the (1) scope of work; (2) specifications and timeline; and (3) evaluation criteria. See Purchasing Procedures.
Note: All vendors must be registered within the Banner Finance/Procurement system to be processed through Banner.
Work with Procurement Services to confirm that the need should be single-sourced. At times, a single source can be appropriate, when compliant with a number of applicable exceptions, such as a single supplier or proprietary product. Examples of single sourcing:
Contact your Dean or Procurement Services. Emergency procurement may be made by waiving the requirement of competitive bids when there exists a threat to life, property, public health, or public safety, when immediate expenditure is necessary for repairs to state property in order to protect against further loss/damage, and to prevent or minimize serious disruption to state services, or ensure the integrity of state records.
Direct pay invoices may be used for after-the-fact payment processing for purchases from approved categories up to $3,000. A payment request form must be issued, and the invoice must be submitted to Accounts Payable. Examples of acceptable services/goods that can be paid by Direct Pay:
Yes. Specific Deadlines apply to the fiscal year end, June 30. Please be aware of these requirements and deadlines to have a purchase processed and be captured within this fiscal year. Also, there are periods of time that are required for solicitation and bidding that may demand significant lead times to enable the purchase to encumber 2010 funds (versus 2011).
Contact Procurement Services:
Mike Wills, MBA, C.P.M.
Director of Procurement Services
David Yurchak, MPA