Your  Account:

Goods/Services/IT

Tips for Making a Purchase

Know who you are contracting with. If you are hiring an individual, sole proprietor, partnership, single-member LLC or closely held corporation, please follow the Independent Contractor Process.

Know your funding source. Please know your funding source and submit the requisition to the correct business unit. Requisitions and agreements using State or Foundation funds are processed through CSUSM Procurement & Contracts. Please note that a requisition cannot mix funds from multiple business units.

Based on the following definitions, choose your purchase type, and follow the instructions.

Please note that the timeframes provided begin once all required backup documentation is received and may be altered if extensive negotiations are required or if the supplier cannot provide the required insurance documentation in a timely manner. The supplier should not provide goods or commence services until Procurement has issued a contract or purchase order.

Jump to:

 Goods

Main or sole purpose of buying tangible items, such as equipment, parts, supplies, or other merchandise. If services are to be provided as well, the dollar value associated with purchase of the goods must be greater than the dollar value of the services that will be provided.

*Please note that some Goods may be paid through the Direct Pay process or be purchased using a requisition and Purchase Order. The requesting department may choose whether to enter a requisition or pay with a Direct Pay form in these circumstances. Please see the Direct Pay guidelines at: https://www.csusm.edu/fs/ap/directpay.html.

 

Total Costs

 

Items Required to be Submitted with Request

     Time to Completion

(after receipt of all required documents)

Less than $4,500 - Procard

If you're purchasing Goods that are less than $4,500, use your procard. The purchase must comply with the Procard Manual. 

N/A

Between $4,501 and $49,999 - Online Requisition

Required documentation:

  • Online requisition
  • Quote from preferred vendor or specification of goods to be purchased

Up to 4 weeks

Between $50,000 and $99,999 Informal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Quote(s) if you have them or specification of goods to be purchased

4 - 6 weeks

Over $100,000 - Formal Bid via online Requisition

Required documentation:

  • Online requisition
  • Specification of goods to be purchased

8 - 16 weeks

 Services

Any work performed wherein the service rendered does not consist primarily of the acquisition of good. This does NOT include Information Technology services or Public Works projects, but does include contracts for maintenance tasks for the routine, reoccurring and usual work for the preservation, protection, and keeping of any publicly owned or operated facility.

 

Total Costs

 

Items Required to be Submitted with Request

            Time to Completion

(after receipt of all required documents)

Less than $49,999 - Online Requisition

Required documentation:

  • Online requisition
  • Quote from preferred vendor
 Up to 4 weeks

Between $50,000 and $99,999 - Informal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Quote(s) if you have them or scope of services to be purchased
 4 - 6 weeks 

Over $100,000 - Formal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Scope of services to be purchased

8 - 16 weeks

 Information Technology Resources (IT)

Equipment, material and services used for electronic storage, processing or transmitting of any data or information, as well as the data or information itself. Consider the predominant purpose or value of the activity and whether information technology skills and knowledge are involved as the primary purpose of the contract or whether such knowledge and skills are used to further an overarching purpose.

 

Total Costs

 

Items Required to be Submitted with Request

  Time to Completion

(after receipt of all required documents)

Less than $4,500 - Online Requisition or Procard

 If you're purchasing Goods that are less than $4,500, use your Procard. The purchase must comply with the Procard Manual. 

An IT Service should be on a requisition and include a quote from your vendor. ITR approval form is required with the requisition.

Software may be purchased via ProCard if all the following criteria are met:

  • InfoSec Risk Level is “Low” on the ITR Approval;
  • Data Type is “No Sensitive Data” on the ITR Approval; and
  • The cost is less than $4,500.
Up to 3 weeks for requisition purchases 

Between $4,501 and $49,999 - Online Requisition

Required documentation:

  • Online requisition
  • Quote from preferred vendor
  • ITR Approval form
 4 - 6 weeks 
Between $50,000 and $499,999 - Informal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Either three quotes or scope of work
  • ITR Approval form
6 - 8 weeks

Over $500,000 - Formal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Specification of IT purchase
  • ITR Approval form
 12 - 18 weeks