Purchase Limits and Requirements
|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|
|Approvals||PAT Member or designee* Approval||President or Designee Approval|
|Temporary staff extensions||Yes||Yes|
|Appointments for MPP positions||Yes||Yes|
|MPP Equity increases||Yes||Yes|
|NON-MPP stipends, equity increases, in-range progressions, re-classifications and bonuses||Yes||Yes|
|Sponsored Projects 85xxx||No||No|
- 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.