Campus & Community

Purchasing Department Announces New Purchasing Policy

Wednesday, July 10, 2019, By Jennifer DeMarchi

The Purchasing Department, a business unit of the Business, Finance and Administrative Services division, has announced the publication of a new Purchasing Policy that went into effect July 1, 2019. The new policy formally establishes bidding thresholds, responsible parties and requirements for purchasing decisions made throughout the University. Additionally, it provides broader procurement decision-making at the departmental level, while establishing the Purchasing Department as the go-to resource for large procurement needs. The new policy also sets the same dollar thresholds for sponsored and non-sponsored funds in an effort to cut down on confusion.

“This new policy sets out, in specific terms, responsibilities and actions for everyone involved in the procurement process,” says Vince Patriarco, executive director of purchasing. “We are striving to provide guidance to all employees making purchases on behalf of the University.”

The new policy breaks down purchases by dollar amount and allows departments greater leeway to make purchasing decisions on most small-dollar purchases.

For purchases between $1 and $9,999:

  • Purchasing is available to assist in the bidding process, but is not required to be involved.
  • The quoted price must be reasonable.
  • The purchase must be made from a qualified source.

For purchases between $10,000 and $24,999:

  • Purchasing is available to assist in the bidding process, but is not required to be involved.
  • There must be a minimum of two bids from qualified sources.
  • Bids must be reviewed by purchasing.
  • The quoted prices must be reasonable.

For purchases of $25,000 and above:

  • Purchasing is required to perform the bidding process.
  • There must be a minimum of two bids from qualified sources.
  • The quoted prices must be reasonable.
  • Debarred or suspended vendors are prohibited from participating (for sponsored funding only).

For purchases of $250,000 and above:

  • Purchasing is required to perform the bidding process.
  • There must be a minimum of two bids from qualified sources.
  • Price analysis is required.
  • Sealed public bidding is required (for sponsored funding only).

The new policy also outlines the University’s commitment to diverse and local suppliers, as well as to environmentally and socially responsible products and services. Questions about the policy can be directed to the Purchasing Department.