Office of Procurement Services

Procurement Tools

Purchases $10,000 and Under

The University’s Single Quote Limit and individual Departmental Delegation is $10,000. Purchases up to $10,000, that are not on contract, and not exempt, shall be made from any Department of Small Business and Supplier Diversity (DSBSD) certified-SWaM business (of any designation). A minimum of ONE quote is required from a DSBSD certified-SWaM business prior to purchasing. Additional quotes from DSBSD certified-SWaM businesses may be sought. It is the University’s goal to support qualified diverse businesses by purchasing from them.

Purchases $10,000 and under, that are not made on a contract and are not listed on the exemption tables below, are to be made from a DSBSD certified-SWaM business. If a certified-SWaM business is not available or unable to quote, a Phone Log must be completed. The Phone Log must include three quotes from one DSBSD-certified-SWaM business (of any designation), AND two non-certified businesses to be considered a complete Phone Log.

Individual purchases of goods and services costing $10,000 and under, and not accumulating to over $100,000 in total annual cost may be purchased through the procurement delegation granted to individual university departments. Where possible, requirements should be combined when practical to obtain quantity discounts and other administrative efficiencies. In some instances, even though the annual amount is $100,000 or less, it may be advantageous to the University to consider entering into a term contract.

Purchases up to $10,000 shall be entered into the eVA eProcurement system by the individual university department (unless otherwise exempt per the Procurement Matrix), if supported by a contract or Phone Log. For purchases greater than $5,000 up to $10,000, the SPCC box must be uncheck, unless the purchase order is a blanket purchase order (i.e. copier charges).

The SPCC Single Transaction Limit for cardholders is $5,000. Purchases up to $5,000 that are allowable per the University’s Small Purchase Charge Card (SPCC) Policies and Procedures should be placed on the SPCC. Check payments will only be processed for items that are not allowable per SPCC policy, identified as an allowable (direct pay or reimbursement), in cases where vendors do not accept the SPCC or apply a surcharge to SPCC purchases, or as otherwise directed by the Office of Procurement Services.

Order splitting is the placement of multiple orders within a short time period to one or more vendors for the same, like, or related goods and services in an attempt to circumvent delegated purchasing authority (including SPCC Single Transaction Limits), or to avoid using the appropriate method of procurement. Order splitting may be intentional or unintentional and is strictly prohibited. Order Splitting results in higher administrative cost and inefficiencies to the University. Violation of this prohibition may result in suspension or termination of individual purchasing authority or other Human Resources actions.

Exemptions to Competitive Requirements

Competition may not normally be considered practicable or available for purchase of some goods or services up to and including $200,000, or as otherwise noted. However, all other applicable laws, regulations, and University’s Policies and Procedures remain effective. The Procurement Matrix outlines exemptions to competitive requirements, and where appropriate exceptions to eVA.

When competition is restricted or lacking or the prices offered appear excessive, the procuring officer is responsible for further analysis to determine in writing if the prices are fair and reasonable. This applies to sole source, single response, contract changes/modifications, contract extensions, and contract renewals.

Order Amount Procurement Requirements Contract Requirements SPCC Requirements eVA Requirements
$0-$10,000 Departments may purchase from any SBSD certified SWaM vendor without routing the order through Procurement Services unless the total annual spend with the vendor exceeds $100,000 or a contract is required to complete the order and/or the department does not have delegated contract signature authority to execute the contract. Mandatory Sources must be used. If no mandatory source exists, CNU contracts should be utilized before purchasing from other sources. SPCC should be used for all orders under $5,000 where a card is accepted and additional fees are not applied. Confirming orders must be entered into eVA for all items not listed on the eVA exempt list. Purchase orders must be submitted in eVA for any transaction over $5,000 and.
$10,000-$100,000 Departments may enter eVA orders under existing State and CNU term contracts. For items not on an existing State or CNU term contract, departments may request 3-4 quotes and forward on to Procurement Services for processing. Allow a minimum of 1-2 weeks for completion of the procurement. Mandatory Sources must be used. If no mandatory source exists, CNU contracts should be utilized before purchasing from other sources. Over the SPCC transaction limit. Departments may enter orders into eVA for orders placed against State or CNU term contracts only. Procurement Services will enter eVA orders for all items not on an existing State or CNU term contract.
$100,000-$200,000 Departments may enter eVA orders under existing State and CNU term contracts. All requests for good and services exceeding $100,000 in annual expenses must be sent to procurement@cnu.edu for assignment to a Contracting Officer. Allow a minimum of 1-2 weeks to complete a solicitation. Procurement Services staff will contact the requesting department with information on the procurement process. Over the SPCC transaction limit. Procurement Services will enter the purchase order into eVA after the procurement of goods and services is complete.
$200,000+ Departments may enter eVA orders under existing State and CNU term contracts. All requests for good and services exceeding $100,000 in annual expenses must be sent to procurement@cnu.edu for assignment to a Contracting Officer. Allow a minimum of 2-4 months to complete a formal solicitation. Procurement Services staff will contact the requesting department with information on the procurement process. Over the SPCC transaction limit. Procurement Services will enter the purchase order into eVA after the procurement of goods and services is complete.

Short Description Long Description Limit
1. Academic/Research Consulting Academic, enrollment, and research consulting, and related services $200,000
2. Academic Testing Academic testing and evaluation services $200,000
3. Accreditation Fees Accreditation fees, academic testing, tests and evaluations $200,000
4. Advertisements Advertisements in newspapers, magazines, journals, billboards, websites, radio, television and/or other multimedia sources $200,000
5. Alcohol Alcohol purchased from Virginia Alcohol Beverage Control for use by Dining, Catering Services or University Events. $200,000
6. Artists/Exhibitions (Speakers and Performing Artists) Artists, performing artists, speakers, lecturers, writers, musicians, designers (e.g. set designers, musical design/composition, sound design artists), choreographers, photographers, videographers and other performance-related contractors. Includes rental fees for exhibitions of historical artifacts or original works of art. (The Rental fee may include charges other than the rental of the exhibition, such as transportation costs and/or special packaging/crating.) $200,000
7. Artwork / Rare Artifacts Art; original works of art; and original, or authentic antique period art frames (does not include newly created replacement or reproduction frames). Rare and historic manuscripts, printed and photographic materials (e.g. books, ephemera, maps, manuscripts, photographs, and prints), that are one of a kind or exist in very limited supply. $200,000
8. Athletics Events and Related Expenses Participation in intercollegiate athletic tournaments and events including team travel, lodging, registration, entrance fees, tournament fees, and game guarantees for all athletic events. Includes referees, officials and umpires for intercollegiate athletic events, as well as unplanned and unanticipated travel and travel-related expenses when incurred by the Athletic department while traveling. $200,000
9. Books/Subscriptions Print or electronic books, printed materials, reprints and subscription (e.g., print or electronic), video media, film rentals, pre-recorded audio, performance rights, and slide presentations when only available from the publisher/producer or protected distributors. File documentation to include verification of exclusivity. Unlimited
10. Conference Facilities and Services Conference attendance, to include: conference registration, course fee, seminars fee, training fee, and tuition. Conference facilities, services and attendance, to include: space/facility rental, associated lodging and catering, audiovisual support, and other conference-related expenses which costs are offset by vendor sponsorships and/or conference attendee registration fees. $200,000
11. Contributions and Donations Contributions / donations / sponsorship made by a university $200,000
12. International Employee Purchases Purchases made by a university employee or agent while located in another country and the required goods/services are purchased from a supplier located in that country (over-the- counter). $200,000
13. Exclusive Services for Software and Equipment Upgrades and consulting services related to existing software or sophisticated scientific equipment provided the purchase is made from the existing exclusive supplier. File documentation to include verification of exclusivity. $200,000
14. Government to Government Purchases from governmental sources Unlimited
15. Honoraria Honoraria $200,000
16. Legal Services Legal services or expert witnesses or other services associated with litigation or regulatory proceedings approved in advance by University Counsel. $200,000
17. Maintenance (Equipment) Maintenance contracts for high-cost, sophisticated equipment where there is no known competitor and service must be purchased from the manufacturer of the equipment (i.e., void warranty) $200,000
18. Medical and Health Services Short-term or single-event medical/healthcare services provided by a hospital or an individual licensed and authorized by law to engage in the prevention, diagnosis, or treatment of human illness, injury, or physical disability, mental health, mental retardation, substance abuse, or emotional condition. Services provided by public and private hospitals, medical practices and medical clinics and individuals that are licensed and authorized by law to engage in the prevention, diagnosis or treatment of human illness, injury or physical disability, mental health, special needs, substance abuse, or emotional condition. $200,000
19. Membership and Associations Professional organization and association membership dues/fees $200,000
20. Manufacturer Maintenance Items Maintenance agreements, license agreements (including software license sand applications, websites, browser plugins, subscriptions, electronic databases, software-as-a-service (SAAS), mobile apps, and maintenance or upgrades of existing software already purchased) and the purchase of consumable items from the manufacturer/producer for existing software and/or sophisticated scientific equipment provided the maintenance, license and/or consumables are only available from the manufacturer. File documentation to include verification of exclusivity. $200,000
21. Manufacturer Equipment Training Direct payment to a vendor providing specialized technical training on their equipment. $200,000
22. Non-Regulated Financial Transactions Business and/or financial transactions to which public procurement regulations do not apply. (e.g., debt service payments, Medicare and Medicaid payments, and child support payments) $200,000
23. Pass-Throughs Pass-through procurements or financing when goods/services procured from one source are being financed by another (i.e., third party) source. Examples include contracting for alumni functions for which the institution is reimbursed by the alumni and materials purchases for students by a faculty member using state funds and for which the students fully reimburse the institution) $200,000
24. Real Estate Leases Real estate leases $200,000
25. Resale Items Items purchased for resale purposes. $200,000
26. Research Sub-Awards Sponsored research grant sub-awards and contract sub-awards, not to include the purchase of goods or services by the Institution Unlimited
27. Revenue Contracts Revenue Contracts e.g., Contracted Vending Services, etc. $200,000
28. Royalties Royalties and film rentals when only available from the producer or protected distributors. $200,000
29. Training Training sessions, instructional services, and workshops taken through a professional organization to which membership is typically required and where payment is made directly to the organization which is sponsoring the training. $200,000
30. Travel All travel, domestic and foreign, for individuals or groups to include: air, lodging, ground transportation, meals, and special services (e.g., currency exchange services) $200,000
31. TV/Radio Televised or radio programs (e.g., athletic events, televised conferences, etc.) whereby specific stations are selected because of market demographics. Unlimited
32. Used Equipment Purchases of used equipment. $200,000
33. Utilities Utility charges (electric, natural gas, water, sewer, internet, and cable tv services) $200,000
34. Workshops, Private Ed and Other Public institutions The purchase of goods or services that are produced or performed by or related to:
  • Private educational institutions; or
  • Other public educational institutions
$200,000
35. Writers Writers $200,000

Procurement Matrix

Commodity Notes Use the SPCC Create an eVA Order? Procurement Transaction Type
Academic Testing Exempt from competition Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Academic/Research Consulting Exempt from competition. Individual Services Contract required if paying an individual. Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Accreditation Fees Exempt from competition Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Advertisements Exempt from competition Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Air and Rail Tickets All purchases must comply with Travel policy. Economy purchases only, no additional charges. Yes if under $5,000; Exception required Not Required 30 - Non-Professional Service - Non-Technology
Alcohol Limited to purchases by Catering, Dining Services or University Events No Yes. Code as R01 20 - Supplies - Non-Technology
Architectural/Engineering Contact procurement@cnu.edu with specifications No No. Generated by Procurement 40 - Professional Services
Artists/Exhibitions (Speakers and Performing Artists) Exempt from competition. Individual Services Contract required if paying an individual Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Artwork / Rare Artifacts Exempt from competition Yes if under $5,000 Yes. Code as X02 20 - Supplies - Non-Technology
Athletics Events and Related Expenses Exempt from competition Yes if under $5,000 Yes. Code as X02 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Audio-Visual Competition required Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Automobile Rental All purchases must comply with Travel policy. Arrange through Parking and Transportation No Not Required N/A
Books/Subscriptions Exempt from competition Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Bottled Water (Individual Serving Size) Business meal approval required prior to purchase. Cannot be for office use. All purchases must comply with EO77 guidelines. Single-use plastic not allowed Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Business Cards Mandatory Source: VCE Yes if under $5,000 Yes. Code as R01 45 - Printing
Business Meals Allowable with President's designee approval and must comply with Travel policy. No No N/A
Charter Bus Service Competition required Yes if under $5,000; Exception required Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Cleaning Supplies Competition required Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Computers Standard configurations available through IT. Tech Vetting Questionnaire is required to be completed for all non-standard purchases. Yes if under $5,000 Yes. Code as R01 25 - Supplies - Technology
Conference Facilities and Services Exempt from competition Yes if under $5,000 No.  Code as X02 if entered 30 - Non-Professional Service - Non-Technology
Construction Contact procurement@cnu.edu with specifications No No. Generated by Procurement 50 - Construction
Consulting Services Competition required. Individual Services Contract required if paying an individual Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
35 - Non-Professional Services - Technology
Equipment Utility Connections Contact Facilities Management prior to any work being performed. Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Event Rentals Competition required Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Exclusive Services for Software and Equipment Exempt from competition Yes if under $5,000 Yes. Code as R01 15 - Equipment - Technology
25 - Supplies - Technology
Express Delivery Services Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Facility Repair & Maintenance Contact Facilities Management prior to any work being performed. Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Firearms and Ammunition Exempt from competition. Limited to purchases by Law Enforcement or Military Science No Yes. Code as R01 20 - Supplies - Non-Technology
Food & Catering Allowable with President's designee approval and must comply with Travel policy. Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Furniture Mandatory Source: VCE Yes if under $5,000 Yes. Code as R01 10 - Equipment - Non-Technology
Gifts Gifts may not be purchased with state funds No No N/A
Government to Government Exempt from competition Yes if under $5,000 Yes. Code as X02 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Grant Funds All purchases must comply with Office of Sponsored Programs requirements Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Honoraria Exempt from competition. Individual Services Contract required No No. Code as X02 if entered 30 - Non-Professional Service - Non-Technology
Independent Contractors Competition required. Individual Services Contract required if paying an individual. No Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Information Technology Tech Vetting Questionnaire is required to be completed for all purchases. Yes if under $5,000 Yes. Code as R01 15 - Equipment - Technology
25 - Supplies - Technology
35 - Non-Professional Services - Technology
International Employee Purchases Exempt from competition Yes if under $5,000 No 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Lab and Scientific Equipment Competition required Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
30 - Non-Professional Service - Non-Technology
Legal Services Requires advanced approval by University Counsel. Yes if under $5,000 Yes 40 - Professional Services
Maintenance (Equipment) Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
35 - Non-Professional Services - Technology
Manufacturer Equipment Training Exempt from competition Yes if under $5,000 Yes. Code as R01 35 - Non-Professional Services - Technology
Manufacturer Maintenance Items Exempt from competition Yes if under $5,000 Yes. Code as R01 25 - Supplies - Technology
35 - Non-Professional Services - Technology
Medical and Health Services Exempt from competition Yes if under $5,000 Yes. Code as R01 40 - Professional Services
Membership and Associations Exempt from competition Yes if under $5,000 No. Code as X02 if entered 30 - Non-Professional Service - Non-Technology
Moving and Relocation Competition required Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Non-regulated financial transactions Exempt from competition Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Office Beverages May not be purchased with state funds No No N/A
Office Supplies Mandatory sources: TSRC or Guernsey Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Over-the-Counter/Point-of-Sale (SPCC charges that are physically swiped at store) Competition not required for purchases of items exempt from competition or from certified SWaM Yes if under $5,000 No N/A
Parking and Tolls All purchases must comply with Travel policy. No No N/A
Pass-Throughs Exempt from competition Yes if under $5,000 Yes Various
Printing Competition required Yes if under $5,000 Yes. Code as R01 45 - Printing
Promotional Products Competition required Yes if under $5,000 Yes. Code as R01 45 - Printing
Real estate leases Exempt from competition Yes if under $5,000 No. Code as X02 if entered 60 - Real Property
Reimbursements All purchases must comply with Travel policy. No No N/A
Rental Vehicles (Buses) Competition required Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Resale items Exempt from competition Yes if under $5,000 Yes. Code as R01 20 - Supplies - Non-Technology
Research sub-awards Exempt from competition No Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Royalties Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Software Tech Vetting Questionnaire is required to be completed for all purchases. Yes if under $5,000 Yes. Code as R01 25 - Supplies - Technology
35 - Non-Professional Services - Technology
Training Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Travel and Lodging All purchases must comply with Travel policy. No No.  Code as X02 if entered 30 - Non-Professional Service - Non-Technology
Tuition and Seminar Fees Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
TV/Radio Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
Used Equipment Exempt from competition Yes if under $5,000 Yes. Code as R01 10 - Equipment - Non-Technology
Utilities & Telecommunication Exempt from competition Yes if under $5,000 No. Code as X02 if entered 30 - Non-Professional Service - Non-Technology
Vehicles Contact procurement@cnu.edu with specifications. No No. Generated by Procurement 10 - Equipment - Non-Technology
15 - Equipment - Technology
Workshops, Private Ed and Other Public institutions Exempt from competition Yes if under $5,000 Yes. Code as X02 30 - Non-Professional Service - Non-Technology
Writers Exempt from competition Yes if under $5,000 Yes. Code as R01 30 - Non-Professional Service - Non-Technology
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