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Cal Poly

Contracts, Procurement, and Risk Management

Procurement

Page Contents

Types of Purchases

Commodity Purchase Guidelines

Commodity Purchases under $3,500

Department may purchase goods under $3,500 by using a:

Important Accessibility Reviews

CPRM must review furniture purchases for accessibility compliance before purchase, regardless of price.

ITS must review software and technology purchases for accessibility compliance before purchase.

Commodity Purchases between $3,501- $50,000M

For simple requirements like off-the-shelf items or those sold through distributors, departments are allowed to get 3 quotes themselves with award made by CPRM.

If requirement is only available through one vendor, submit Sole Source Justification (SSJ) with the requisition. The sole source justification form and quote sheet are located under forms and information. (link to bottom of this page)

Note: Efforts must be made to meet the State prescribed goals for certified Small Business and Disabled Veterans Business participation.

Commodity Purchases over $50,000:

Bidding Requirement- All commodity requirements in the amount of $50,000 or more (including tax and shipping) must be formally bid by CPRM and will awarded to the winning bidder using one of the two main purchasing methods:

Please submit requirements over $50,000 to CPRM for formal bidding and allow 4 to 8 weeks for IFB and 6 to 10 weeks for RFP process.

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Service Purchase Guidelines

Regardless of value, service vendors coming ON CAMPUS to perform a service need to be contracted by CPRM via a Purchase Order or contract.

All vendors must provide Cal Poly proof of insurance before the vendor comes on campus to provide the service per Executive Order 849.

Please do not sign agreements, make informal commitments or allow services to proceed without a signed contract or PO from CPRM.

Service Purchases between $0 - $50,000:

For simple service requirements, departments are allowed to get 3 quotes themselves with award made by CPRM:

Or

If service requirement is only available through one vendor, submit Sole Source Justification (SSJ) with the requisition. The sole source justification form and quote sheet are located under forms and information.

Service Purchases over $50,000:

Please submit requirements over $50,000 to CPRM for formal bidding and allow 4 to 8 weeks for IFB and 6 to 10 weeks for RFP process.

Note: Services generally can not be processed on the P-Card, Staff Reimbursements, and Direct Pay Form.

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Guest Speaker/Lecturer

Use the Guest Speaker/Lecturer form if requirement is for speakers, guest lecturers, entertainers, and other similar activities that are under $3,500. These types of activities may not warrant a purchase order or insurance. Contact CPRM for assistance.

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Sole Source Justification (SSJ)

A sole source/sole brand is when only on source exists for the required product or service.

A sole source or sole brand purchase is allowed only when a department submits a SSJ with the requisition and it’s approved by CPRM.

Examples of Sole Sources:

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Sole Brand Justification

A Sole Brand is when only one brand can meet the requirement/specifications. But the brand may be purchased from more than one source. Sole Brands are bid using typical university processes and procedures.

A sole brand purchase is allowed only when a department submits a SSJ with the requisition and it’s approved by CPRM.

Example of a Sole Brand

Equipment which must attach to, interface with, or match existing equipment for the preservation or extension of existing equipment use.

Note: The sole source form must be submitted to CPRM for review and approval before the purchase can proceed. The sole source justification form is located under forms and information.

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Confirming Orders

Avoid Confirming Orders over the Low Value Purchase limit ($3,500) to minimize the risk to yourself and to the University.

Emergency Orders

Under extraordinary circumstances, authority to make an emergency purchase may be obtained by getting authorization from CPRM. Requisition numbers or bid numbers are never to be given to vendors as purchase order numbers.

The department needs to first enter and approve a requisition in the system. Once entered, call the appropriate Buyer (see list on About Us) and explain the need for an emergency purchase. If approved, the department will be given an emergency purchase order number.

Rush Orders

If a department has a requisition that needs to be placed in a short time, it is recommended the department indicate "Please rush order, need by (date)" in the Header Comments panel. It is also advisable to notify CPRM at x62232 so immediate action can be taken.

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Contracts and Agreements

Departments should not sign contracts or agreements with vendors/suppliers.

Contracts For Campus Use

There are a variety of agreements available for the department's use. Information pertaining to contracts for campus use is located on Contracts For Campus Use.

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Forms and Information

Forum Power Points


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