Procurement & Support Services is here to help you obtain the products and services you need to complete the University's mission. If you are a new employee or new to procurement responsibilities, this section provides important information you need to know before ordering any products or services. Please review the information below, and if you have any questions, feel free to contact us. See About Procurement & Support Services (PASS) to contact the department that can help you.
We use some technical terms specific to the procurement process. The most commonly used terms are explained below:
CMS: Common Management Systems. A CSU system wide initiative to deliver state-of-the-art administrative software for Human Resources Management, Financial, and Student Administration to each of the 23 CSU campuses and the Chancellor's Office. For more information, see CMS.
Confirming Order: A web requisition submitted to Purchasing after products and/or services have been ordered and/or received. Confirming orders are not allowed. For more information, see Types of Orders.
Invoice: A bill submitted by a vendor for payment. For more information, see Accounts Payable.
Purchase Order: A document created by Purchasing. This document is the University's official contractual agreement to order specific products and/or services from a vendor. It includes the terms and conditions of purchase, payment, and receipt of the order.
Receipt: A document that proves that the requested products and/or services have been received by the University.
Referral Transmittal: A notice from Accounts Payable advising you about an invoice.
Requisition: A document created by a University employee that requests specific products and/or services for the University.
Vendor: A company that supplies the University with requested products and/or services.
Feel free to discuss your requirements with salespeople. It's often the most effective way to get your questions answered. However, we urge you not to make firm commitments with vendors.
Never sign a vendor's contract or agreement documents. The University may not be able to agree to the terms and conditions in the document you sign. A buyer will work with you and negotiate terms and conditions with the vendor. If necessary, the buyer can seek the assistance of University Counsel prior to making an award.
Contact the buyer if you have any problems with vendors, their products, or their performance. Often your input is the only way a buyer will know if a vendor is good or bad. In a given situation it may be too late to help you, but it could help avoid the same problem in the future.
Never accept gratuities from a vendor or potential vendor. We must avoid any appearance of favoritism in relationships with other entities, either public or private.
Accepting "free" advice or service from a salesperson does not commit the University to purchase from the company they represent. Make sure that the salesperson understands this prior to accepting any "free" services from them. This would cover such things as advice on site preparation, design services, etc.
Be careful when writing product and service specifications and concentrate on desired functionality. The quality of your specifications can directly affect the results of your purchase. Good specifications allow open and free competition and result in the purchase of quality products and/or services.
Our purchasing authority is contingent upon strict adherence to various state, CSU, and campus procurement regulations. The procurement policies we follow ensure our compliance to these regulations and that the University is receiving the best procurement value for its money. There are only seven basic policies from which all the procurement regulations flow. It is important that you understand and comply with these policies when obtaining products and services for your department. These policies apply to all funds administered through the University Accounting Office, regardless of source. The seven basic policies are:
1. Authority to Contract:
You must have specific authority to obligate the University to pay for goods and services. Campus departments have been delegated the authority to purchase only those products and services that qualify for the petty cash, procurement card, or direct payment process. All other purchases must be made by Purchasing.
Please do not sign any contracts or agreements with a vendor. Instead, send it to Purchasing for review. Buyers are familiar with state laws governing the CSU system's authority. Also, buyers may be able to negotiate a better contract for you.
Web requisitions submitted to Purchasing after the order has been placed with the vendor or after the University has received the products or services are called Confirming Orders. Confirming orders are not allowed. There are several potential problems associated with confirming orders; such as the receipt of duplicate shipments, violations of legal requirements, the issuance of redundant payments, missed discounts, delays in settlements, lost items, and unidentified invoices. Any faculty or staff member who buys products or services without going through the Purchasing Office assumes the possibility of personal liability for payment.
2. Open Process:
As a public institution, the University's purchases are open to public inspection and oversight. Formal sealed bids are opened publicly and the amount of each bid is announced and recorded. Formal sealed proposals are also announced publicly, with only the names of the proposers announced and recorded. Completed solicitations are public records and available for inspection by the public.
3 . Selection of Vendors:
The University purchases from the lowest cost vendor who can meet our requirements. Vendors are selected by the informal bid, formal bid, or formal proposal process. There are two exceptions: Sole Brand and Sole Source purchases.
Sole brand items have unique performance features not found in other items, but are available on the open market from multiple sources. Sole source items have unique performance features not found in other items and are available only from a single manufacturer or from a dealer with exclusive distribution rights. If you think your web requisition order may qualify, please complete the appropriate Sole Brand/Sole Source form.
4. Vendor Outreach Programs:
The University seeks to do business with small businesses and disabled veteran businesses. We do this by setting annual purchasing goals; instituting changes to purchasing procedures that will enhance the program; and documenting, tracking, and reporting our success to the CSU Chancellor's Office.
5. Competition:
The state requires that the University purchase on a public competitive bid basis and award orders to the lowest responsible bidder meeting specifications. Best value is assured when the University obtains products and/or services of the highest quality required at the lowest possible price.
Purchase Transactions below $50,000: Competition is sought when the buyer determines that competition is desirable to acquire the best price and/or delivery, develop a source, confirm prices, or other compelling business reasons. It is our standard business practice to confirm that reasonable prices have been quoted before making a commitment. Typically, buyers will obtain quotes for orders above $5,000.
Purchase Transactions Above $50,000: Competition is sought through the formal bid process with awards being made to the lowest responsible bidder meeting specifications on our Requests for Bids, and the highest ranked vendor on our Requests for Proposals. Awards shall be determined on the basis of one of two methods: (1) cost alone or (2) on a cost per quality point basis.
Product or Service as Unique or Proprietary, Single or Sole Source: The requirement for competitive bidding of products and services in excess of $50,000 shall not apply when a sole source justification that meets strict state and CSU criteria has been approved by Purchasing and the Vice President for Administration & Finance. The criteria for sole source requires that a product or service the characteristics and functions of which are such that only a single product or service will properly satisfy the University's needs and all other products or services will be unacceptable for such needs.
6. Standards:
Certain commodities are standardized to take advantage of quantity discounts, avoid numerous small orders, and comply with state legislation. All office supplies should be ordered from Office Max to take advantage of reduced prices negotiated by Purchasing. State legislation has mandated that 50% of all purchases by state agencies must meet recycled product guidelines, so recycled products should be ordered whenever possible. All toner and copy paper ordered from Office Max must be a recycled product unless no recycled product is available for that item. Another example of standardization is the Campus Copier Program.
7. Conflict of Interest:
University employees may not personally benefit from their official positions or decisions. Any University employee who has, or whose relative has, a substantial interest in providing a product or service to the University, shall make known that interest and shall refrain from participating in the procurement decision making process.
University employees shall not accept or solicit, directly or indirectly, anything of economic value as a gift, gratuity, favor, entertainment, or loan which is or may appear to be designed to influence official conduct in any manner, particularly from a person who is seeking to obtain contractual or other business or financial arrangements with the University (e.g. a vendor, who has interests that might be substantially affected by the performance or nonperformance of the employee's duty). University employees may accept from vendors: unsolicited advertising or promotional material such as pens, pencils, scratch pads, and calendars; occasional food and refreshments of insignificant value; and other items of nominal or minor value (e.g. a box of candy or donuts) that are merely tokens of appreciation and not related to any particular transaction.
PASS departments will process your requests once completed and acceptable forms are received into our department. These timelines are general guides only because erroneous circumstances may exist which could delay the processing of your request. Before you expect responses within these timeframes, be sure to know about each Pathway and what is expected of you to meet the timelines.
RapidReq: Order processed within 3 business days
Web Requistion: Order processed
within 7 to ten business days
Registration Request: Check issuance within 5 business days
Travel Reimbursement: Mailed to the address on the expense claim within ten business days
Blanket Orders: Blanket Orders are primary source agreements designed to accommodate campus needs on an on-going basis for a specified period of time. They usually specify a category of products and/or services that can be purchased, a maximum dollar amount, and a time period based on the fiscal year (July 1st through June 30th). If you expect to need products and/or services from the same vendor more than once or twice during the fiscal year and your order qualifies for the web requisition pathway, please submit a web requisition for a blanket purchase order. Using only one purchase order for the entire year is the most efficient way to pay for multiple purchases.
Emergency Orders: Emergency orders are authorized only in the event of life, health, or property threatening situations. They must be processed through the Purchasing Office during regular working hours. Any emergency commitments made by a department outside of normal campus office hours and the corresponding services rendered or commodities provided by a vendor or contractor must be made known to the Procurement Office at the earliest opportunity. Such commitments must be for valid emergencies only and must fit the definition described above. Personal liability damages can be sought by the campus or by the State for misrepresentation of an emergency situation.
Rush Orders: Even with the best planning, unexpected needs arise. Rush orders are those products or services needed immediately, but are not life, health, or property threatening situations. When this happens, contact Purchasing right away. We will work with you to get what you need fast.
Confirming Orders: Faculty and staff have limited authority to make purchases on their own through the use of petty cash, procurement cards, and the direct payment process. Before you buy, make sure you have the authority to do so. A confirming order is a web requisition submitted to Purchasing after products and/or services have been ordered and/or received. Confirming orders are not allowed. In the case of a confirming order, you may be held responsible for paying the invoice yourself.
