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Research Funded Purchasing & Contracts
 
Institutional Services |Purchasing and Contracts |Research Funded Purchasing | Procedures

Procedures

 

PROCUREMENT PROCESS

As the Procurement Threshold chart shows, the dollar amount of the procurement will drive the number and type of quotes, bids, or proposals sought. Prior to submitting the requisition, the project director can solicit quotes. These quotes, along with the vendors' pertinent information, are to be noted on the requisition. Once the requisition is received, the Office of Purchasing and Contracts will verify the quotes with the vendor(s) noted on the requisition and/or solicit additional quotes. Purchasing office may issue Requests for Quotes or a Requests for Bids to vendors, depending on the dollar value of the purchase. If sealed bids are required, Purchasing will initiate that process.


Purchasing Staff reserve the right to seek appropriate competition at any procurement level.

DOLLAR THRESHOLD

POLICY OF THE RESEARCH FOUNDATION

UP TO $20,000

REASONABLE PRICE (as determined by Purchasing Agent)

$20,000.01 TO $50,000

SOLICIT A MINIMUM OF THREE VERBAL OR WRITTEN QUOTES

$50,000.01 TO $100,000

SOLICIT A MINIMUM OF THREE WRITTEN QUOTES, BIDS OR PROPOSALS

$100,000.01 AND ABOVE

SOLICIT A MINIMUM OF THREE SEALED WRITTEN BIDS OR PROPOSALS

Purchasing Staff Reserve the Right to Seek Appropriate Competition at Any Level

In addition to the number of quotes, bids, or proposals that must be sought, the dollar value of the procurement determines a number of other requirements that the Purchasing Associate must take.

LEGAL ISSUES

The guiding legal standards for Research Funded purchasing are those issued by the Office of Management and Budget. In particular, OMB Circular A-110, "Uniform Administrative Requirements for Grants and Agreements With Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations"; OMB Circular A-21, "Costs Principals for Educational Institutions"; and OMB Circular A-133, "Audits of States, Local Governments, and Non-Profit Organizations".

Circular A-110 sets forth standards for obtaining consistency and uniformity among Federal agencies in the administration of grants to and agreements with institutions of higher education, hospitals, and other non-profit organizations. These standards are furnished to ensure that such materials and services are obtained in an effective manner and in compliance with the provisions of applicable Federal statutes and executive orders.

A-110 is applicable to all grants and agreements with federal agencies and must be applied to sub-recipients.

Circular A-21 establishes principles for determining costs applicable to grants, contracts, and other agreements with educational institutions. These principles are designed to provide that the Federal Government bear its fair share of total costs, determined in accordance with generally accepted accounting principles, except where restricted or prohibited by law.

All Federal agencies that sponsor research and development, training, and other work at educational institutions shall apply the provisions of this Circular in determining the costs incurred for such work. The principles shall also be used as a guide in the pricing of fixed price or lump sum agreements.

A-21 is applicable to grants, contracts and other agreements, deals with cost allowability and determination, provides that federal agencies bear a share of total costs, establishes principles for establishing costs applicable to grants, contracts, and other agreements with educational institutions, includes direct costs, facilities and administrative costs, and general provisions for selected items of cost.

Circular A-133 sets forth standards for obtaining consistency and uniformity among Federal agencies for the audit of States, local governments, and non-profit organizations expending Federal awards.

REQUISITION SUBMITTAL

The Research Funded requisition is available online. The requisition is formatted in such a way that the requisition number is dependant on the information entered. Therefore, please complete as much information as possible online. The Office of Purchasing and Contracts accepts only hard or fax copies of requisitions, e-mailed submissions are not accepted. The campus mailing address is MSC 302 and the fax number is 518-437-4571. Prior to sending the requisition, make sure that all information is provided on the requisition, including authorized signature and Project, Task, Award, Organization information. Any missing information will result in a delay in processing. If a fax requisition is submitted, do not submit the original requisition as a follow up as duplication of the purchase could result.

APPROVAL TO PURCHASE

Prior to issuing purchase orders, the Purchasing staff verifies that sufficient funds are available and all applicable guidelines and regulations are met. If the terms of the grant or contract do not provide for the specific purchase being requested, it will be necessary to obtain either sponsor or institutional approval. The failure to follow the purchasing process may result in a violation of Federal or sponsor guidelines, regulations, or requirements. The violation of the guidelines may result in personal liability or cancelation of the grant or contract. The Staff of the Office of Purchasing and Contracts should be contacted for assistance.

SELECTING VENDORS

OMB Circular A-110, section .44 (d), states, "Contracts shall be made only with responsible contractors who possess the potential ability to perform successfully under the terms and conditions of the proposed procurement. Consideration shall be given to such matters as contractor integrity, record of past performance, financial and technical resources, or accessibility to other necessary resources. In certain circumstances, contracts with certain parties are restricted by agencies' implementation of Executive Orders 12549 and 12689, 'Debarment and Suspension'."

Furthermore, procurement transactions are to be conducted in a manner to provide, to the maximum extent practical, open and free competition. The recipient should be alert to organizational conflicts of interest as well as noncompetitive practices among contractors that may restrict or eliminate competition or otherwise restrain trade. In addition, a supplier involved in the process of soliciting bids (e.g., drafting specifications) cannot compete for that procurement.

Under Procurement Process section of this page, you will find information on the steps Purchasing will take at the various threshold amounts.

SERVICE AND PURCHASING CONTRACTS

The Office of Purchasing and Contracts is responsible for assisting and advising researchers in the preparation and processing of service and miscellaneous purchasing contracts. The office will also assist with other matters related to purchasing contracts that require coordination and/or advice from the Research Foundation Counsel's office. Formal contracts are required for all service agreements. Purchase contracts and agreements that are drawn up in the name of the Research Foundation may be signed only by the Operator Manager or designee. Contracts and agreements, which are executed by unauthorized personnel, may result in that person being held personally responsible for its performance (payment, liability, etc.). Under no circumstance should work be authorized under contract until the contract has been approved and signed by all appropriate parties. Depending on the nature of the services and the risk of liability, an Insurance Certificate may be required from the contractor prior to contract execution. Project Directors planning to retain the services of a contractor may use the standard Vendor Contract (112912). The Office of Purchasing and Contracts will assist you in the preparation and execution of these contracts.

CONFIRMING PURCHASES

The failure to follow the Purchasing process may result in a violation of a Federal or sponsor or local guideline, regulation or requirement. As the Office of Purchasing and Contracts monitors these guidelines, regulations and requirements, it is imperative that all Research Funded purchases be conducted through the Office of Purchasing and Contracts. The violation of a guideline, regulation or requirement may result in a lost of funding and cancellation of the award. Additionally, purchases made outside of the purchasing process could become the personal liability of the individual making the commitment. If the terms of a grant or contract do not provide for a specific purchase, it will be necessary to obtain the approval of either the sponsor or institution.

When an emergency purchase must be made, the Office of Purchasing and Contracts is to be contacted to provide a purchase order number. Prior to making any commitments of personal or Research resources, please contact the Office of Purchasing and Contracts for assistance. 

SINGLE SOURCE JUSTIFICATIONS

A single source procurement is a purchase from a supplier who is chosen without soliciting the minimum number of bids or proposals, despite the fact that competition exists, because of limiting circumstances (e.g., experience or service of the supplier, or product quality). A written request for single source waiver must accompany the requisition.

SOLE SOURCE JUSTIFICATIONS

A sole source procurement is a purchase from the only available supplier of the product or service. Therefore, no bids or proposals can be obtained. A written sole source justification must accompany the requisition.

ACKNOWLEDGEMENT

Upon receipt of a requisition, the Office of Purchasing and Contracts will review the transaction for among other items, allowability. If the grant or contract with the sponsor prohibits the purchase, the requisition will not be processed and it will be returned to the requisitioner. If the item(s) being requisitioned are allowed, the requisition will be assigned to a Purchasing Associate for processing. Once the requisition is assigned, an e-mail acknowledgment of the order will be sent. Please match the acknowledgement to your copy of the requisition and keep for your records. As the office of record, the Office of Purchasing and Contracts maintains complete copies of the procurement. Please contact the Office of Purchasing and Contracts with any questions, or concerns.

CAMPUS STORES AND SERVICE CENTERS

Purchases made from Campus Stores and the University's Service Centers do not require quotations or bids since the goods have been obtained through competitive pricing or through state contracts. These orders are to be placed directly with Campus Stores or the University's Service Centers.


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