Purchase Limits and Requirements

Updates during the COVID-19 Pandemic

Purchase Request for Approval (RFA) Update

The Purchase Request for Approval (RFA) has moved to Adobe Sign! The process is still the same, but the mechanism for completing an RFA has changed. Adobe Sign RFA is available now. Does not apply to purchases on 85xxx projects.

Friendly reminders:

All purchases over $10,000 must be approved by the Division Vice President.
All purchases over $50,000 must be approved by the Interim CFO, Mary Stephens.
All FAS purchases over $50,000 must be approved by Chief of Staff, Sarah Villarreal.

The form can be found at CSUSM's Procurement & Contracts’ website here.

Got questions? Please email jtemnick@csusm.edu

Procurement Purchase Limits
Procurement For	Less than $10,000	$10,000 - $49,999	$50,000 - $149,999	$150,000 and over
Goods / Services (including ITR*)	Competition not required, but informal solicitation recommended	At least two (2) informal quotes	At least three (3) formal quotes	Formal Solicitation

Personnel Actions
Approvals	*PAT Member or designee Approval**	President or Designee Approval
Personnel requisitions	Yes	Yes
Temporary staff extensions	Yes	Yes
Appointments for MPP positions	Yes	Yes
MPP Equity increases	Yes	Yes
Student Assistants	Yes	No
NON-MPP stipends, equity increases, in-range progressions, re-classifications and bonuses	Yes	Yes
Sponsored Projects 85xxx	No	No

Purchasing
Approvals	*PAT Member or designee Approval**	President or Designee Approval
<$10,000	No	No
>$10,000	Yes	No
>$50,000	Yes	Yes
Sponsored Projects 85xxx	No	No

*designee:
The Provost has delegated authority to the following positions:

Dean, College of Business Aministration
Interim Dean, College of Education, Health, & Human Services
Interim Dean, College of Humanities, Arts, Behavioral & Social Sciences
Interim Dean, College of Science & Mathematics

Additional Information

Show All

Less than $10,000
Competition not required, but informal solicitation recommended
$10,000 - $49,999
Requisition must include at least two informal quotes provided in written or electronic form from the suppliers and shall include applicable specifications, vendor name, address, telephone number, and total dollar amount. Documentation should be submitted when a requisition is generated and will be maintained with the purchase documents for audit purposes. Supplier Selection and Cost Justification form is required to be submitted with requisition.
$50,000 - $149,999
Requisition must include at least three formal quotes provided in written or electronic form from the suppliers. Formal Price quotes are required and must be approved by the Executive Director or designee. Quotes shall include applicable specifications, vendor name, address, telephone number, and total dollar amount. Documentation should be submitted when a requisition is generated and will be maintained with the purchase order for audit purposes. Supplier Selection and Cost Justification form is required to be submitted with requisition.
$150,000 and over
Purchases require a formal Request for Proposal (RFP) or Request for Quotation (RFQ) be issued. Alternatively a systemwide or publicly bid contract; or sole source may be used. Purchaser should consult with CSUSM Corporation and/or their Sponsored Project Analyst contact to determine the appropriate handling of the formal solicitation (bid) process. Formal Solicitation (bid) requests should include the following information:
- Clearly defined delivery terms and conditions
- The method or formula for determining the lowest bidder meeting specifications
- A reasonable amount of time for bidders to prepare and submit their bid response prior to the bid due date
- The closing date and exact time of opening of sealed bids
- Notification that bids received after the closing date and time will not be considered
If, after reasonable effort, three bids cannot be obtained, a Sole Source/Brand Approval justification will be required. Additionally, requisitions that limit the bidding to one source and/or brand or trade name must include a written justification, approved by the CSUSM Corporation Executive Director or designee, explaining why the product specified is necessary for the successful completion of the requesting department’s functions.