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Procurement

CSUSM Corporation is a self-supporting auxiliary and does not receive funding from state sources.  For purchasing from sponsored projects (85xxx) or campus programs (81xxx and 86xxx), compliance with the policies, procedures, and terms & conditions below is necessary. 

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 and we will accept either version between today and May 1, 2020. 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 CFO, Neal Hoss (nhoss@csusm.edu).
  • All FAS purchases over $50,000 must be approved by Sarah Villarreal (svillarr@csusm.edu).

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

Got questions? Please email jtemnick@csusm.edu 

Purchases and Purchase Methods


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

Additional Information

  • 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.


Goods/Services/IT

  • 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.

  • 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.

  • 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.

    ITR approval form is required with the requisition and/or the ProCard purchase. ITR Approval form

    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 $2,500.

Standard Terms & Conditions

Standard Terms & Conditions, also known as General Provisions, provide the foundation of terms for all contracts, purchasing, and other procurement operations. These terms & conditions are often paired with additional contracts, but all contracts must abide by these terms at minimum.

  • Terms and Conditions for Services

    Terms & Conditions for Services

    The Terms & Conditions for Service Acquisitions outlines the rights of CSUSM Corporation and the due process and expectations of an executed contract including and not limited to insurance, invoicing, termination, governing law, and conflict of interest. These provisions must be followed when executing a contract with CSUSM Corporation including all of the expectations outlined there.

  • Terms and Conditions for Goods

    Terms & Conditions for Goods

    The Terms & Conditions for the Acquisition of Goods outlines the rights of CSUSM Corporation and the due process and expectations of an executed contract including and not limited to insurance, invoicing, termination, governing law, and conflict of interest. These provisions must be followed when executing a contract with CSUSM Corporation including all of the expectations outlined there.

  • Terms and Conditions for IT

    Terms & Conditions for IT

    The Terms & Conditions for Information Technology Acquisitions outlines the rights of CSUSM Corporation and the due process and expectations of an executed contract including and not limited to insurance, invoicing, termination, governing law, and conflict of interest. These provisions must be followed when executing a contract with CSUSM Corporation including all of the expectations outlined there.


FAQs

  • When is a Contract necessary?

    • Any vendor or company anticipated to render services or provide products to CSUSM Corporation or affiliates are required to enter a contract with CSUSM Corporation including single-day services, Independent Contractors, and Guest Lecturers. 
    • Contracts are necessary for all vendors who anticipate coming to the CSUSM campus or affiliated properties.  
    • Contracts are required when the vendor is being offered exclusivity as well as if they participated in a Request for Proposal or Request for Quotation process. 
  • How do I create a contract?

    Start with creating the Requisition and CSUSM Corporation will determine the type of contract that is needed, based on the information in the requisition. The requisition should include the following information. 

    • a Supplier (if you have not used this particular company in the past, they may not be setup as a supplier in the system yet. Please have them complete a 204 Payee Data Record)
    • a complete description
    • the scope of work
    • the term of the agreement
    • other applicable items such as schedules and exhibits, and insurance if required.  
  • If using Sponsored Project funds, what additional information do I need to know?

    Sponsored Project funds relating to grants and contracts, while subject to these guidelines, may be subject to additional restrictions of the funding agency. “Sponsored Project Funds” are funds that the CSUSM Corporation may receive through grants, external funds, and third party contracts. These funds must be spent in accordance with the gift conditions, grant requirements, and/or contract terms. 

    For additional information related us using Sponsored Project funds and Uniform guidance, see our CSUSM Corporation Procurement and Contract Guidelines

  • What are the different types of Agreements?

    (1) Lease Agreements A lease agreement outlines the terms and conditions for use of a property not owned by the lessee.

    (2) Licensing Agreements Licensing agreements outline the terms of use for physical, intellectual, or branded property owned by one party.

    (3) Memorandums of Understanding (MOU) A memorandum of understanding is a formal understanding between two or more parties to establish official partnerships and often times shared goals.

    (4) Non-Disclosure Agreements (NDA) A non-disclosure agreement is a confidentiality agreement which one party agrees to not disclose confidential information to others and are often used to protect intellectual property or sensitive information.

    (5) Product & Goods Agreements Agreements for products and goods are used to contract with a vendor to supply items over an agreed period of time.

    (6) Service Agreements Service agreements are contracts that specify the services and expectations of service from one party to another, often including a pricing agreement and term lengths. Examples of service agreements include independent contractors and guest lecturers.

  • When do I need to complete a Sole Source form?

    Sole source purchases on a non-competitive basis will require a Sole Source/Brand Request Form which includes written justification. The sole source/brand written justification should include:

    • Unique performance factors of the products specified
    • Why these factors are required
    • What other products have been evaluated and rejected, and why
    • Special circumstances requiring immediate action

    The Sole Source/Brand Request Form must be attached to the submitted requisition in PeopleSoft.

  • Where can I find additional information on Procurement and Contracts

    See our CSUSM Corporation Procurement and Contract Guidelines for more information.