Purchase of Goods and Services

        1.  Using Purchase Requisitions
 

Departments prepare an on-line Purchase Requisition in order for Procurement & Support Services to obtain goods and services on their behalf.  It is the responsibility of the originating department account manager to ascertain the appropriateness of each transaction against the funding account. 

        2.  Purchases Not Using Purchase Requisitions

Goods and services that do not require the completion of an on-line Purchase Requisition but require other forms/instructions are transactions for:
 

        3.  Foundation Purchases
 

CSU San Marcos Foundation has established policies and procedures for purchases using Foundation-managed funds.  Procurement & Support Services does not process Foundation requisitions.  Please direct questions regarding Foundation procurements to (760) 750-4700 or visit their website at:  http://www.csusm.edu/foundation/.

 
        4. Planning Purchases

The following goods and/or services require review and authorization from other campus departments:

 

        5. Trade-In of CSUSM Bar-Coded University Property

It is the responsibility of the department to notify the Property Office of all transfers of CSUSM bar-coded property; see Property Accounting procedure.
     

         6. Price Range Implications
 

    The procurement process is driven by the type and individual dollar amount of the items listed 
    on the Purchase Requisition.  These factors determine the method that Procurement & Support
    Services will use to obtain the items and/or to verify pricing.  Procurements over $10,000
    require a written summary from the buyer to the file.

    The State requires that the CSU award to the lowest, responsible bidder meeting the required
    specifications.  The following details the methodology used based upon dollar amount:

 

    CSUSM is committed to a policy of promoting fair and open competition for the acquisition of   
    commodities and services.  Any commodity or service may be subject to competitive
    solicitation when it is determined to be in the best interests of the University.

 

    Exceptions to Competitive Bidding:

   The following transactions are not required to be competitively bid and do not require a sole   
   source approval:

       a.  Emergency contracts which are necessary for the immediate preservation of the public
            health, welfare, or safety, or the protection of CSU property and programs;

       b.  Contracts for the work or services of a state, local or federal agency, the University of
            California, a California community college, a foundation or auxiliary organization incorporated
            to support the university, or a Joint Powers Agency;

        c.  Contracts for which only per diem and travel expenses are paid and there is no payment for
            services rendered;

        d.  Contracts for the express purposes of obtaining non-CSU legal counsel or obtaining expert
             witnesses for litigation (either of these must be submitted to the Office of General Counsel
             for approval);

        e.  Contracts with business entities operating handicap workshops as specified in Policy Section
             219;

         f.  Equipment maintenance contracts where there is only one authorized or qualified source
             required by the equipment manufacturer for the preservation of equipment warranty;

        g.  Proprietary software maintenance, annual license renewals, and/or upgrade contracts;

        h.  Utilities contracts where there is no competition because they are solely authorized to
             provide service to the geographical area;

         i.  Public entertainment contracts for campus-sponsored fairs, expositions, exhibitions, plays
             and concerts;

         j.  Contracts for conference or meeting facilities, including room accommodations for
             conference attendees;

        k.  Educational materials and information access resources related to campus library services
             as specified in Policy Section 303.04;

         l.  Personal property acquisitions as specified in Policy Section 301A, Bid Thresholds for
             Personal Property;

        m.  Procurement of Services as specified in Policy Section 401A, Bid Thresholds for Services;

         n.  General Services Administration Pricing Schedules in accordance with Policy 204D;

         o.  California Department of General Services Multiple Award Schedules exempted by DGS and
              listed at http://www.documents.dgs.ca.gov/pd/masters/checklist.pdf;

         p.  Contract amendments for time extensions, with no additional dollars being added;

         q.  Contract amendments to exercise options that were part of the original contract or that were
              part of a previously approved amendment to the contract;

          r.  Contract amendments that are within the scope of or incidental to the original contract
              scope of work;

          s.  Approved Sole Brand procurements where there is only one source for that product;

           t.  Contracts for professional examinations and memberships;

           u.  Contracts for goods or services produced by Prison Industry Authority.

Incoming requests are prioritized by the date requisitions and all supporting documents are received.  The following are estimated processing times:  

Depending upon the complexity and value of the materials and/or services required,   University purchases may require a formal bid process.  In such cases, Procurement & Support Services coordinates with departments to develop specifications, advertise, establish timeframes, and manage all activity involved with a formal bid to ensure that the University is in compliance with all State, CSU and Federal regulations. 

Bid lead times for all purchases over $50,000 is approximately 1 – 2 months for all methods of procurement, including Invitation for Bid (IFB) and Request for Proposal (RFP), and is dependent on the provision of complete information.

Procurement & Support Services will place orders based upon the information the department provides on the requisition.  Departments should verify that the information submitted is complete, the specifications are adequate for the department’s needs, and the information is understandable and legible.  Any additional documentation such as the original vendor order form, flyer, brochure, schematic, advertisement, or any other document that is the basis for the request should be submitted with the requisition.
 

 a.  All vendors, except for the University's contracted office supply vendor and those specifically
     stated otherwise and approved by Procurement & Support Services, are instructed to ship
     goods directly to:

Shipping & Receiving
Cal State San Marcos
441 La Moree Road
San Marcos, CA  92078

 b.  The contracted office supply vendor delivers items directly to the ordering department unless
      stated otherwise.

 c.  When necessary, some items may be picked up from the vendor by the requestor.  In such  
      cases, it is necessary for the requestor to:

        i)  Ensure that at the time of pick up, the vendor has the original or copy of the Purchase
            Order or authorized purchase order number.

       ii)  Attach packing slips to the invoice and send to Accounts Payable.
 

      Requisition cut-off dates may be established each fiscal year to ensure that all orders citing a
      particular fiscal year’s funds are processed and encumbered appropriately.
 

Campuses shall give written notice at least quarterly to the Department of Fair Employment and Housing, Office of Compliance Programs, of all contracts (but not purchase orders) over $5,000. For each contract awarded, the notice shall list the name, address, and telephone number of the contractor; the federal employee identification number; the State contract identification number; the date of contract award; the contract amount, the project location; the name of the agent who signed the contract, the name of the contract awarding campus, and the name of the officer signing on behalf of the campus. A reporting form for this purpose, State Standard Form 16, may be obtained from the DGS Forms Management Center. The quarterly list may be appended to the form.  Report due date can be found at:  http://www.calstate.edu/CSP/reports.shtml
 

For all purchases of goods, campuses shall collect a copy of the vendor’s California retailer’s seller’s permit or certificate of registration.
 

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