Procurement

Policy Summary

The purchase of goods and services from external sources on the university’s behalf shall be based on sound business practice, best value, accountability, and compliance with sponsor, donor and regulatory requirements, as appropriate.  All procurements of goods and services shall contain sufficient supporting documentation to justify the supplier selection, the competitive process, and the price charged to the university. The Procure-to-Pay Department (P2P) has general responsibility for the university’s procurement system.  Further, individuals are expected to follow the principles of this policy as well as the applicable procedures and guidelines as set forth in the university’s Procurement Manual and Contract Process Guide.  

Who is Governed by this Policy

• Staff
• Faculty

Policy

P2P is responsible for the acquisition of goods and services on behalf of the university departments and schools, as well as for Sponsored Activities. Individuals within the university community are expected to follow the principles set forth in this policy when making purchasing decisions.    

P2P oversees commercial relationships between the university and its suppliers.  In the absence of an existing agreement for the provision of a good or service, a procurement shall be made in accordance with applicable university procurement procedures and guidelines as set forth in the Procurement Manual, Contract Process Guide, and signature delegation authority provided in the Signing of Contracts and Agreements Policy. All major procurements of goods and services will be subject to the Major Procurement Review and Authorization Policy. Major procurements are defined as any single procurement of goods and services of $10,000,000 or greater. 

It is the goal of the university to obtain goods and services at the best value for the university and that meet or exceed the department or school’s specifications.  In conforming to this policy, price, quality, and reliability, must be taken into account.  The decision process should also consider the capability, the capacity, and the historical performance of a supplier. Appropriate service and delivery terms must be developed for each procurement, and competitive processes for obtaining a procurement will be exercised whenever possible and practical.  The university shall also procure goods and services for all Sponsored Activities in accordance with sponsor guidelines, federal circulars, and applicable federal regulations.  

Definitions

Sponsored Activity: A research application or proposal for grants or contracts that meet the criteria requiring coordination through the Office of the Vice President for Research per the sponsored activities definition. 

Procedures

• Procurement Manual

Related Information 

• Contract Process Guide
• Major Procurement Review and Authorization Policy  
• Outside Interests, Relationships, and Professional Activities Policy
• Procurement Card (P-Card) Policy  
• Procurement Manual 
• Records Management Policy  
• Signing of Contracts and Agreements Policy
• Sponsored Projects Handbook 
• Supplier Registration Policy  
• Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200-415) 

Contacts