Guidelines for Procurement of Goods and Services
Table of Contents
Introduction
Method of Payment
Purchase Limits Requirement
Bid Limits
Sole Source/Justification Form
Bid Process
Request for Proposal Process
Open Bids/Awarded Bids
Introduction
Procurement Services assists departments in acquiring goods and services:
- That meet user needs
- At best value
- With minimal use of University resources
- Through a process that meets the University's ethical, legal and fiduciary responsibilities.
Method of Payment
The University uses various methods of payments to acquire goods and services. The most commonly used methods are explained below. Please reference the Payment Method for Expenditures - Quick Reference Guide for a summary list of various items/services and the appropriate procurement method to utilize for each.
Link to the Payment Method Guideline:
http://www.umsl.edu/services/procure/purchguide/APPO.pdf
- Purchasing Card: Cardholders may use a University-issued purchasing card for non-routine, miscellaneous purchases totaling $5,000 or less. All purchases must comply with the University of Missouri Purchasing Card Policy Manual.
- Purchase Order: Purchases that are exempt from the purchasing card or that exceeds the $5000 should be submitted on a peoplesoft requisition.
- Bookstore Requisition: University departmental purchases from the Bookstore must be limited to small dollar and emergency purchases. Single purchases from the Bookstore must not exceed the limits set for that department unless the items purchased have been approved and acquired through Procurement Services. Splitting or stringing of purchases from the Bookstore is prohibited. Purchasing Card can also be used for these purchases.
Purchase Limits/Requirements
- Less than $5,000: Bids are not required. The purchasing card is the preferred method of payment for items except as limited by the purchasing card program.
- Between $5,000 and $10,000: Procurement Services determines whether it is in the best interest of the University to issue a request for bids. If it is determined that bidding is not required, a Purchase Order will be issued upon receipt of a firm vendor quote.
- Exceeds $10,000: Bids or Proposals are required unless items/services is already on contract with the University or Approved by Procurement Services as a sole source purchase. A sole source purchase requires that the item or services be unique in nature and available only from one specific source.
Authorization To Make A Purchase - Purchase Order
- The University of Missouri System Purchasing Policy Manual states: Any employee who commits the University to a purchase, sale, lease or other arrangements without proper authorization may be personally liable for the transaction and/or subject to disciplinary action.
