i. Micro-Purchases of $9,999 and under
ii. Small Purchases of $10,000 - $149,999
iii. Sealed Bids or Competitive Proposals Over $150,000
iv. Sole Source/Brand Name Justification
v. Change Order
vi. Open Purchase Order
vii. Emergency Purchase
viii. Used, Refurbished, Reconditioned, and Remanufactured Equipment
ix. Leased, Rented, Loaned or Borrowed Equipment and Vehicles
x. Campus Services (Purchase Order Required)
xi. Campus Services/No Purchase Order Required
xii. Other Outside Services Exempt from Purchase Order Process
xiii. Use of Personal Credit Cards

Please note that the purchase requisition process is one of three acceptable methods for the procurement of goods and services. For information about the other acceptable methods, refer to Section IV.A.i for purchases using personal funds or credit card and Section IV.D for purchases using the SDSU Research Foundation Procurement Card. Under no circumstances should suppliers be advised to proceed without using one of the above-mentioned acceptable procurement methods.

The purchase requisition process is initiated by completing a SDSU Research Foundation Purchase Requisition form. Forms may be accessed on SDSU Research Foundation's web site at Purchasing Forms. This form must be signed by the PI (or designee) and forwarded to the SR grant specialist for approval. Upon approval, the SR grant specialist forwards the document to the finance and accounting department transaction team for entry into the Banner finance system. The original copy of the requisition is then forwarded to the purchasing department. The originator is encouraged to suggest vendors to aid the buyer in processing the requisition. However, if this is not possible, the buyer will work with the project to determine an appropriate vendor. Do not advise suppliers to proceed until they have received a fully executed SDSU Research Foundation Purchase Order. SDSU Research Foundation’s risk management staff must be notified whenever equipment is borrowed, loaned, rented, leased or purchased for use outside the country so that the equipment can be scheduled to insure for losses due to damage or theft. See Risk Management.

i. Micro-Purchases of $9,999 and under

To secure product(s) and/or services the requester must complete an SDSU Research Foundation Purchase Requisition form prior purchase. Details such as make, model, part number, ship to location, delivery date and repairs should be included. It is also critical to indicate the specific date that the products or services are required; this date is different from the date you want the order placed. The required delivery date assists the buyer in prioritizing assignments and ensures that your needs are met. The requisition must be signed by the PI (or designee) and forwarded to the SR grant specialist for approval. Upon receipt of the completed and approved requisition, a buyer will process the request. The buyer will contact the requester if additional information is required or if there are any issues that impact the buyer’s ability to proceed. When all is clarified and confirmed, the buyer will place the order with the supplier and send a copy of the Purchase Order to the requester.

No quotations are required, but equitable distributions among vendors is expected.

ii. Small Purchases of $10,000 - $149,999

Uniform Guidance requires three quotes for purchases that fall under this category. Bids can be obtained through the purchasing department by following the required steps: Complete a Purchase Requisition form itemizing the products (include make, model, color, size, quantity, etc.) and/or services to be rendered (in the case of repairs include make, model, serial number, and the nature of the problem)

• Include requester information such as name, department/project name, telephone and fax number, e-mail address, location, etc.
• Obtain appropriate signature authorization and forward to the SR grant specialist
• If the requester elects to obtain the required bids, attach a minimum of three (3) bids that can be faxed or sent via email with the sheet to the Purchase Requisition form. If not attached the buyer will obtain the required bids.
• If the requester elects to obtain bids, she/he must also complete an Abstract of Quotations form or provide a memorandum indicating how the selected supplier was chosen. If the requester opts to go with other than the low bidder, an explanation should be included. If only one bid was received, the requester must substantiate the reason(s) why. Explanations must be specific and include technical information that can be substantiated.

iii. Sealed Bids or Competitive Proposals Over $150,000

Sealed bids are a firm fixed-price contract. Awarded to bidder that meets material terms and conditions and is the lowest price. Preferred method for construction projects.

Competitive proposals are open and publicized process. Awarded to the responsible firm whose proposal is most advantageous to the program, with price and other factors considered.

A written request in the form of a request for quote (RFQ) or invitation for bid (IFB) is issued, detailing the products or services to be procured. It is important to work with purchasing staff to ensure that the document includes a complete and detailed description of what is required and to identify qualified potential providers. To accomplish this, requesters are required to:

• Complete a Purchase Requisition form itemizing the products (include make, model, color, size, quantity, etc.) and/or services to be rendered (in the case of repairs include make, model, serial number, and the nature of the problem)
• Provide requester information such as name, department/project name, telephone and fax number, e-mail address, location, etc.
• Obtain appropriate signature authorization and forward to the SR grant specialist
• With the assistance of a buyer, prepare a formal RFQ or IFB. This is a joint effort between the requester and a buyer from SDSU Research Foundation's purchasing department. This document defines in detail the products and/or services to be rendered and includes applicable certifications/representations, and terms and conditions. The bid document must be sent to a minimum of three (3) responsive and responsible bidders.
• Both the buyer and requester must review all bids and select the best possible source for the products/services to be purchased prior to issuance of a Purchase Order.
• Complete an Abstract of Quotations form (Word Format 398KB)* or provide a memorandum indicating how the selected supplier was chosen. If the requester and buyer opt to go with other than the low bidder, an explanation should be included. If only one bid was received, the requester and buyer must substantiate the reason(s) why. Explanations must be specific and include technical information that can be substantiated.
• Any protests, claims, and disputes for an RFQ managed by the SDSURF procurement department can be directed to the procurement manager.

iv. Sole Source/Brand Name Justification

As a recipient of funding from a variety of federal/state agencies and private donations, SDSU Research Foundation must ensure price fairness and reasonableness by documenting the due diligence process. This can only be appropriately documented when the competitive bid process is used. In the absence of the bid process, the Sole Source/Brand Name Justification form must be completed and signed by the PI or other designee. Forms may be accessed on SDSU Research Foundation’s web site at Purchasing Forms.

v. Change Order

After a Purchase Order has been issued to a vendor, adjustments may be made to the order upon notification of the cognizant buyer. Changes that do not affect the dollar commitments (i.e., delivery, account codes, closures, etc.) may be authorized by memorandum and/or e-mail to Purchasing department. Any change requesting upward adjustment in the pricing must be processed on a new Purchase Requisition form with the appropriate authorized signatures. Do not forget to make reference to the original Purchase Order number on the memorandum, e-mail or new requisition form. Change Orders are called into the vendor and written copies of the Change Order are mailed or faxed by the buyer to ensure that the required change has been transmitted and accepted by the vendor.

vi. Open Purchase Order

The use of an Open Purchase Order is only allowable for services and recurring fees as needed. The purchase of tangible goods will require a purchase requisition as items are needed or by using a Procurement Card. All services including but not limited to catering, reprographics, work orders, room rentals and supplies normally purchased through on-campus entities such as SDSU, Aztec Shops and Associated Students will require a requisition per event, item or service as needed. Should a need arise, that may require an Open Purchase Order for tangible goods this should be discussed with your grant specialist to be considered for approval on an as needed basis.

vii. Emergency Purchase

If emergency needs cannot be met through the regular purchasing process, one of the following procedures may be used:

1. Critical/Rush Order
   Critical and/or rush Purchase Requisitions (fully completed and approved by the SR grant specialist) may be e-mailed or hand-carried to the purchasing department for order processing and placement. Buyers review all incoming requisitions and determine the appropriate action necessary to complete the processing of the request. Critical/rush orders receive high priority, but due to the volume of requisitions, including the large number of "Critical" and "Rush" orders normally received each workday, SDSU Research Foundation cannot guarantee the order will be called in or faxed on the day it arrives in the purchasing department.


2. Will-Call/Pick-Up
   Upon receipt of a properly authorized requisition, buyers may arrange for pick-up of merchandise by the requisitioning department's personnel. Special conditions like "will-call" must be noted on the Purchase Requisition form and/or verbally requested by the end-user. Every effort will be made to meet the requester's requirements under these conditions, but under no circumstances will the purchasing department take responsibility for receipt of the items purchased.


3. Disbursement Request
   Emergency expenditures by project personnel may be reimbursed for reasonable expenses (not to exceed $1,000 total) once the requester completes a Disbursement Request form identifying the correct expense codes, obtains the required signatures, and attaches the original itemized receipt(s). Accounts payable honors the reimbursement request within the normal processing cycle for non-emergency check requests. Every effort to avoid purchasing goods and/or services with personal funds should be taken, as reimbursement is contingent upon the allowability and availability of funds from the project/ department incurring the expense. Please note that reimbursement requests for business use of personal credit cards are made directly to the cardholder and not the credit card company.

viii. Used, Refurbished, Reconditioned, and Remanufactured Equipment

Projects and departments may find opportunities to purchase used, refurbished, reconditioned, and remanufactured equipment at a substantial cost savings in comparison to other alternatives for acquisition of similar equipment. It is advised that cost savings shouldn’t be the sole factor used to justify a purchase. If a requester identifies a reasonable price, she/he should contact the purchasing department for verification. A buyer will contact the seller to validate such things as serviceability, warranty, terms and conditions of sale, and will perform a cost analysis to validate price vs. equipment age and current model pricing. This will help to determine if a good deal is really as good as it appears to be.

ix. Leased, Rented, Loaned or Borrowed Equipment and Vehicles

SDSU Research Foundation may be required to provide proof of insurance when leasing, renting, or borrowing equipment. Refer to Risk Management section for details.

x. Campus Services (Purchase Order Required)

All campus service providers require a minimum of two (2) working days’ notice prior to service need date. Requisitions must be completed, approved and submitted to purchasing five (5) working days prior to your need date to insure a purchase order can be processed and submitted to the service provider.

• Associated Students/The Daily Aztec
  On occasion, projects may use the on-campus news media for recruiting, advertising, or a similar function. A fully completed and approved Purchase Requisition form, copy of the ad, and the run date must be submitted to SDSU Research Foundation's purchasing department prior to publication.
• Associated Students/Room Rentals
  The Aztec Student Union has meeting rooms with audio-visual capabilities to accommodate groups from 12 to 12,000. Reservations are made through the Aztec Student Union office. A completed and approved Purchase Requisition form and a reservation ID number must be submitted to SDSU Research Foundation's purchasing department prior to the date of the scheduled event. View services at https://sacd.sdsu.edu/student-life-leadership/student-organizations/info-for-rso/reserve-space.
• Aztec Shops, Ltd.
  Supplies and instructional materials may be purchased from Aztec Shops through the use of an AZTECREDIT card. The card may be obtained by submitting an AZTECREDIT application form and a fully completed and approved Purchase Requisition to SDSU Research Foundation's purchasing department. All lost or stolen cards must be immediately reported to SDSU Research Foundation’s purchasing department at (619) 594-6891. In lieu of the AZTECREDIT card, a one-time purchase for a specific item(s) may be requested by completing a Purchase Requisition form and forwarding it to the SR grant specialist for approval and further processing. Telephone orders are not permitted by Aztec Shops. View services at http://www.aztecshops.com/.
• Instructional Technology Services (ITS)
  ITS provides support to faculty and project staff in the areas of design, selection, production, and distribution of instructional media. They are also able to assist in the areas of instructional design, visual design, course management, technology integration, student assessment, and course evaluation. A fully completed and approved Purchase Requisition and appropriate ITS form(s) must be forwarded to the purchasing department for processing. View services at http://its.sdsu.edu/.
• Aztec Shops Catering
  After confirming reservations and other "special arrangements" with food services personnel, a fully completed and approved Purchase Requisition and a copy of the event confirmation must be submitted to the purchasing department for processing prior to the date of the scheduled event. Aztec Shops Catering requires the purchase order at least two (2) business days prior to the event; failure to comply could result in the services being cancelled. View services at http://www.aztecshops.com/.
• Faculty Staff Club
  The Faculty Staff Club offers the use of its dining facilities with a credit card. The card may be obtained by submitting a Faculty Staff Club Credit Card Application form and a fully completed and approved Purchase Requisition form to the purchasing department for processing.
• Plant Operations
  Materials or services such as the assistance of carpenters, plumbers, painters, and related draftspersons may be provided to project personnel. A University Plant Operations Work Order form, a cost quotation, and a fully completed and approved Purchase Requisition must be submitted to the purchasing department for processing. Both an SDSU Research Foundation SR grant specialist and SDSU Research Foundation’s facilities management department must approve the requisition before the requested work can begin. View services at http://bfa.sdsu.edu/plant.
• ReproGraphics
  A variety of word processing services may be obtained from ReproGraphics. A fully completed and approved Purchase Requisition form and ReproGraphics Work Order form must be submitted to the purchasing department for processing. View services at http://bfa.sdsu.edu/~busserv/Reprographics.html.
• Letterhead and Envelopes
  Projects may obtain bids from any print vendor for project letterhead and envelopes within the scope of the project guidelines and budget. SDSU Reprographic Services http://bfa.sdsu.edu/~busserv/Reprographics.htmlis located on campus and is often a convenient choice. Vendor pricing and reputation should be carefully considered when making a decision. Purchase orders are required for all print orders.

xi. Campus Services/No Purchase Order Required

1. Mail Services
   In an effort to minimize postage errors that result in inaccurate billings, SDSU Mail Services requires that all outgoing US mail contain a bar-coded account number for charge-back purposes.


2. Barcodes
   SDSU requires all outgoing USPS mail and UPS packages to contain a bar-coded number for chargeback purposes. Three options are offered below to help meet the barcode usage requirement:
   
   1. Preprinted Envelopes - When ordering envelopes, you can request that barcodes be printed on the back of envelopes.
   2. Preprinted Bar-coded Labels - SDSU Reprographics can provide barcode labels. You may contact Reprographics at 594-5260 if you have questions or wish to place an order. Purchase orders are required.
   3. Software Purchase - departments can purchase their own barcode software. If you would like to obtain information about vendors who sell this software call SDSU at 594-1552. A purchase order is required for this expenditure.
   
   The barcode number must appear as a barcode on the backside of envelopes and other mail pieces. It is not necessary to affix a barcode label on each individual piece of mail when sending out multiple pieces of mail that are bundled together and charged to the same account. A barcode label affixed to the first mail piece for each separate bundle will suffice. The barcode number needed for using Mail Services consists of your six-digit fund code and five-digit organization code. Please check with your SR grant specialist to confirm this 11-digit sequence. Reprographics is available to pre-print envelopes and/or create labels with your 11-digit barcode number. Mail Services information may be accessed at: http://bfa.sdsu.edu/campus/busserv/reprographics/.
   
   Do not make copies of barcodes! Barcodes must be very sharp and precise. When copied on a standard office copier, barcode quality may be compromised so that barcode scanners cannot effectively read the barcode. Mail with non-scannable barcodes will be returned to the sender. More general bar code information can be found at: http://bfa.sdsu.edu/campus/busserv/mail-services/barcodes.aspx.


3. Telephones
   Most SDSU Research Foundation projects use the university's telephone system. The university invoices SDSU Research Foundation for installation and monthly usage charges on a single invoice. SDSU Research Foundation separates the monthly expenses by project and charges the appropriate funds on a monthly basis. To request telephone installation, a project representative contacts the telephone coordinator in SDSU Research Foundation's facilities management department. The telephone coordinator works with the project to determine exact needs, obtains approval from the SR grant specialist, and submits the Phone/Voicemail Service Request form on behalf of the project to the SDSU telecommunications & network services office (TNS). TNS will review the approved request and the project will be contacted should additional information be required. Basic telephone and voicemail services information may be accessed at http://tns.sdsu.edu/.

xii. Other Outside Services Exempt from Purchase Order Process

There are certain services where a purchase order is not the appropriate method of secure services. Budgets, approvals and signed agreements are still required. The following services are exempt:

Public Utilities: (electricity, gas, water, sewer and telephone (land lines)): These services shall be coordinated with Facilities Planning and Management.

State and Federal Taxes: Payments will be authorized by Financial Management.

Vehicle Registrations: Payments will be processed and authorized via Facilities, Planning and Management.

Legal Services/Attorney Fees: Due to the confidential nature of these services, authorization must be coordinated with Human Resources and Risk Management.

Accounting Firms: Audits and Financial Reports must be coordinated and approved by Finance and Accounting Management.

Insurance Coverage and Benefit-Related Expenses: Employee benefits, students, property and equipment shall be coordinated and approved by Human Resources and/or Risk Management.

Medical Fees: Due to the confidential nature of these services, authorizations must be coordinated with Human Resources and Risk Management.

Property Leases: Office space shall be coordinated via Facilities Planning and Management. Budget and funding are the responsibility of the department/project. The Director of Facilities Planning and Management signs all lease agreements.

xii. Use of Personal Credit Cards

Project personnel may elect to use their personal credit cards to make immediate purchases for certain items generally less than $1,000 providing the following documentation is submitted with the request for reimbursement:

• Original itemized receipts
• Documentation as required by SDSU Research Foundation policy (i.e., supporting documentation for hosting)

Reimbursements for credit card expenses are issued directly to the cardholder only, not to the credit card company.

Please note that the use of personal funds is one of three acceptable methods for the procurement of goods and services. Refer to the Purchasing section for purchases using the purchase requisition process and Procurement Card section for purchases using the SDSU Research Foundation Procurement Card. SDSU Research Foundation strongly recommends that the purchase requisition or PCard process be utilized whenever possible. Project personnel can incur personal liability when using personal funds in anticipation of a refund due to the risk that the expense may not be allowed and/or funds have been depleted.

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