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 up to $10,000 from any SBSD certified SWaM vendor, from an existing State or CNU term contract, or use an exemption from competition without routing the order through Procurement Services. Departments may enter purchases up to $10,000 into eVA. | Mandatory Sources must be used. If no mandatory source exists, CNU contracts should be utilized before purchasing from other sources. Any contracts must be signed by an authorized signatory. | 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 up to $100,000 if under existing State and CNU term contracts. For goods/services not on an existing State or CNU term contract, departments may request 3-4 quotes and/or forward on to Procurement Services (at procurement@cnu.edu) for processing. Allow a minimum of 1-2 weeks to complete a solicitation. | 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 up to $200,000 if under existing State and CNU term contracts. All requests for good and services exceeding $100,000 in annual expenses and not on an existing State or CNU term contract 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 and not on an existing State or CNU term contract 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 Services | Academic testing and evaluation services | $200,000 |
| 3. Accreditation Fees | Accreditation fees and related services | $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 Speakers and Performing Artists - unlimited |
| 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, competition/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 periodical/resource related subscription (e.g., newspaper, journal in print or electronic format), video media, film rentals, pre-recorded audio, performance rights, and slide presentations when only available from the publisher/producer or protected distributors. Also includes library books and items for the library's collection. File documentation to include verification of exclusivity. EXCLUDES IT- RELATED SOFTWARE OR LICENSE SUBSCRIPTIONS | $200,000 |
| 10. Conference Facilities and Services | Conference attendance, to include: conference registration, course fee, seminars fee, training fee, and tuition. Conference facilities, services and related, to include: space/facility rental, associated lodging and catering, audiovisual support, and other conference-related expenses ONLY when costs are offset by vendor sponsorships and/or conference attendee registration fees. **NON-SPONSORED CONFERENCE FACILITIES REQUIRE COMPETITION | $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 & building equipment provided the purchase is made from the existing exclusive supplier. File documentation to include verification of exclusivity. REQUIRES DOCUMENTATION OF IT APPROVAL for software. | $200,000 |
| 14. Government to Government Purchases | Purchases from governmental sources, including federal, other state agencies or institutions, and public bodies. | Unlimited |
| 15. Honoraria | Honoraria | $200,000 |
| 16. Purchases for University Student Organizations | Purchases from national student organizations, clubs, academic/honor societies and Greek organizations for items such as graduation regalia and membership/recognition items when only available through the official manufacturer. File documentation to include verification of exclusivity (no known competitor and must be purchased from manufacturer). | $200,000 |
| 17. Maintenance Contracts (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, preventative maintenance agreements) | $200,000 |
| 18. Medical and Health Services | Medical or dental services provided by public and private hospitals, medical practices, medical clinics, or individuals licensed and authorized by law to engage in the prevention, diagnosis, or treatment of human illness, injury, condition, disability, mental disability or substance use disorder. | Unlimited |
| 19. Music Usage and Rights | Music licensing, music rentals and music purchases for usage by the Music department, Theater and Dance department, and Ferguson Center of the Arts. | Unlimited |
| 20. Membership and Associations | Professional organization and association membership dues/fees | $200,000 |
| 21. Software Purchases and Maintenance | Maintenance agreements, license agreements (including specialized software licenses and applications, websites, browser plugins, subscriptions, electronic databases, software-as-a-service (SAAS), mobile apps, and maintenance or upgrades of existing software already purchased and in use) 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 (no known competitor and must be purchased by manufacturer). Exclusivity letter requires review & approval from Procurement. Purchase requires documentation of IT approval. | $200,000 |
| 22. Manufacturer Equipment Training | Direct payment to a vendor providing specialized technical training on their equipment. | $200,000 |
| 23. 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 |
| 24. 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 |
| 25. Real Estate Leases | Real estate leases | $200,000 |
| 26. Resale Items | Items purchased for resale purposes. | $200,000 |
| 27. 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 |
| 28. Revenue Contracts | The University receives payment from contractor (e.g., scrap, recycling) or contracts in which $0 payment is made by the University (e.g., contracted Bookstore, Food service operations, Contracted Vending Services). | $200,000 |
| 29. Royalties | Royalties and film rentals when only available from the producer or protected distributors. | $200,000 |
| 30. 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. training that is specialized, proprietary or not typically available to the general public. | $200,000 |
| 31. 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 |
| 32. TV/Radio | Televised or radio programs (e.g., athletic events, televised conferences, etc.) whereby specific stations are selected because of market demographics. | Unlimited |
| 33. Used Goods and Equipment | Purchases of used goods and equipment. | $200,000 |
| 34. Utilities | Utility charges (electric, natural gas, water, sewer, internet, and cable tv services) | $200,000 |
| 35. Workshops, Private Ed and Other Public institutions | The purchase of goods or services that are produced by, provided by, or related to workshops at public or private educational institutions, including academic-related field trips. | $200,000 |
| 36. Writers | Writers, including editors, publishers, and musical composers supporting student and faculty academic projects. | $200,000 |