Contracts and Procurement

Rev.

Purpose

This Process Guidance is designed to assist you with understanding the responsibility for Contracts, how to obtain a Quote, and includes a handy Procurement Reference Guide for your referral.

Items Covered

• Contracts
• Quotes
• Procurement Reference Guide

References

• Diverse and Small Business Programs
• Do Business with ASU
• Financial Services Manual
• P-Card Restricted Purchases List
• Procurement Quick Reference Guide
• Procurement website
• Purchasing and Business Services Manual
• Sole Source
• SunMart
• Barrett Processes: Purchases and Reimbursements

Forms

No forms specific to this information

Contracts

This information is provided to give you an overview of procurement methods so you know what is involved. Always check in with the Barrett Business Office prior to committing funds. There are limited people who can sign a contract on behalf of ASU and we can guarantee that you are not one of them. 

Refer to the Procurement website and links provided above for additional information. These are the policies at the time of this writing regarding how procurement is managed at ASU:

• University policy addresses procurement methods for purchases <$100,000 and outlines the
  payment methods (P-Card, PO, non-PO)
  • Before selecting a supplier for purchases, search the SunMart listing of contracted
    suppliers. If you use a supplier with a valid award in place, the process is simpler.
• ABOR policy addresses procurement methods for purchases >$100,000
  • Requires formal solicitation
  • Requires Sole Source and bid waiver
• Requires Small Business (AZ definition) (Diverse and Small Businesses Program ) to be awarded for purchases <$100,000 unless impractical
• Allows University to otherwise determine procurement method for purchases <$100,000
• Includes specific requirements for construction
• Specifications must:
  • Promote overall economy for the purposes intended
  • Encourage competition in satisfying the University’s needs
  • Not be unduly restrictive
• Federal policy requires competition for purchases >$10,000 and has additional requirements for purchases >$250,000 and when there is no competition.
  • Quotes are required for purchases over $10,000. Usually 1-3, more if needed.
  • Purchases >$100,000 require formal solicitation

Quotes

This information outlines the process for obtaining quotes only after you’ve checked SunMart:

• Contact Suppliers:
  • Via phone or email:
    • Request a written quote that includes the product/service description, pricing, tax, delivery, fees, etc.
    • Be sure it includes the vendor’s business name, address, and phone number
• Provide the Supplier with:
  • ASU’s need and requirements/specifications
  • A timeline within which a response is needed
  • Your contact information for questions (or appropriate contact)
  • Send the same request to multiple suppliers only if over $25,000
• Ask the supplier if they:
  • Are a small business, based on the AZ definition
    • 100 employees or >$4 million revenue in the most recent fiscal year
  • Review the quotes; compare products/services, pricing (include all fees!)
• Refer to Barrett Processes: Purchases and Reimbursements to complete Purchase Request and forward quote information to Business Office to facilitate and process on your behalf.

Procurement Reference Guide

Refer to the Procurement website for the most recent copy of this Procurement Quick Reference Guide – please note – never pay individuals with a P-Card! They must have a registered LLC, or other type of business to be eligible for P-Card payment (this includes payment through PayPal, Venmo, or payment processing tools).