• 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:
• oIssue 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.

Requests for Bids and Proposals

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:

• Purchasing will:

• oIdentify a need for a purchase of $40K.
• oDetermine whether sufficient budget is available to meet the need.
• oSubmit a budget transfer request if insufficient budget exists in the funding source.
• oEnsure the purchase is allowable from the funding source.
• oUnderstand 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.
• oCommunicate specifications to Purchasing to initiate the bid process, e.g., performance need, name brand or equivalent, etc.
• oIdentify potential sources.