PSCs less than $10K are information only and do not require committee approval.
PSCs over $10K and MOAs over $50K require committee approval.
Government Contract Review Committee reviews and approves contracts, if applicable, and returns to Purchasing.
Purchasing will:
Issue a PO in Banner without a requisition, using above documentation to support the approvals (see Purchase Requisitions and Purchase Orders section).
Contract Managers are responsible for understanding the terms of the contract, administering the contract, managing the relationship between the University and the vendor, monitoring performance, and ensuring charges are appropriate.
Purchases totaling $40K or more require a formal request for bid (RFB) or request for proposal (RFP) process. Bids are used to select the best value for the University, and proposals are used when factors other than price are considered in selecting the vendor.
Responsible position(s):
Requester
Purchasing
Required documents and access:
Banner
Grantor approval letters, when needed, e.g. USDA
Frequency and timing:
As needed
Steps:
Identify a need for a purchase of $40K.
Determine whether sufficient budget is available to meet the need.
Submit a budget transfer request if insufficient budget exists in the funding source.
Ensure the purchase is allowable from the funding source.
Understand additional approvals are required. The requester should make approvers aware of the requests to ensure a timely approval by justifying the purchase as reasonable and necessary, has sufficient budget available, and is allowable from funding source.
Communicate specifications to Purchasing to initiate the bid process, e.g., performance need, name brand or equivalent, etc.
Identify potential sources.