How do I purchase goods and/or services that require prepayment?
At what dollar amount are quotes required?
Orders $25,000 and under should contain one quote and a justification for not utilizing a small business. When entering the vendor on your requisition, the business type will populate. If the vendor shows as a small business, no justification is needed. If the vendor shows as anything other than a small business variant, a justification is required. Additional documentation such as an ICON form, insurance, and agreement may be required.
For orders exceeding $25,000 but not exceeding $100,000, three quotes or a sole source is required unless you are purchasing from a contract vendor (click on the link to see contract vendor requirements). Additional documentation such as an ICON form, insurance, and an agreement may be required.
Orders exceeding $100,000 may require a formal solicitation. Please note, the $100,000 threshold for a formal solicitation is for a five-year period. For example, if you want to purchase software that is $25,000 a year and you want to sign a five-year agreement, the total would be $125,000 which exceeds the threshold for a formal solicitation.
Is the $25,000 solicitation requirement per item or the total order value?
What is a Sole Source?
A sole source exists when there is a need for a specific item or service that is only available from one source. A Sole Source Justification Form (pdf) must accompany the requisition.
You can also utilize the Sole Source Questionnaire to assist in formulating the justification. You will need to attach both the Sole Source Justification form and the Sole Source Questionnaire to the requisition.
May I still use a Purchase Order for my supplies or do I have to use my PCard?
When can the Vendor expect to receive the Purchase Order?
How does a Vendor get on the University's Bid/Approved Vender list?
I want to use a Vendor other than a Contracted Vendor, what is the procedure?
I have an agreement that needs to be reviewed, can I sign or what do I do with it?
Unless you have been delegated signature authority by the University President, do not sign quotes or agreements. If you have signature authority, you will have a letter which explains the types of agreements you can sign and up to a specified amount (ex: $500,000).
If you will be submitting a requisition for the agreement, please attach the agreement in the notes on the requisition.
If you will be utilizing a PCard, Disbursement Voucher or there is no cost associated with the agreement, please submit to contracting firstname.lastname@example.org.