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 | 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, 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. | $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 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. (Removed) | ||
| 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 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). | $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 | 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 |
| 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:
|
$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. Contact Procurement to determine appropriate contract type. | 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 | No | N/A |
| 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 R01 | 20 - Supplies - Non-Technology |
| Athletics Events and Related Expenses | Exempt from competition | Yes if under $5,000 | Yes. Code officials, registration and fees as X02. Code tournament related travel as R01. | 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 30 - Non-Professional Service - Non-Technology |
| Automobile Rental | All purchases must comply with Travel policy. Arrange through Parking and Transportation | No | No | 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) | Contact Brian Kelley, Sustainability Specialist, prior to making any purchases. | Yes if under $5,000 | Yes. Code as R01 | 20 - Supplies - Non-Technology |
| Breakroom Supplies (i.e. coffee, cups, plates, cutlery, etc.) | May not be purchased with state funds | No | No | N/A |
| Business Cards | Mandatory Source: Cardwell Printing (Tidewater Printers) | Yes if under $5,000 | Yes. Code as R01 | 45 - Printing |
| Business Meals & Food | Allowable with President's designee approval and must comply with Travel policy. | No | No | N/A |
| Catering (CNU Catering) | All purchases must comply with the Business Office's Catering Policy. If using state funds, Catering Waiver is required. | No | No | N/A |
| Catering (external vendor) | Competition required. If using state funds, must keep to per diem rates (to include taxes and fees) and a Catering Waiver is required. | Yes if under $5,000 | Yes. Code as R01 | 30 - Non-Professional Service - Non-Technology |
| Charter Bus Service | Use CNU term contract or seek competition to use non-contracted vendors. | 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 and not ETF | Yes. Code as R01 | 25 - Supplies - Technology |
| Conference Attendance and Registration | Exemption from competition | Yes if under $5,000 | Optional. Code as X02 | 30 - Non-Professional Service - Non-Technology |
| Conference Facilities and Related Services | Competition required unless costs are offset by vendor sponsorships and/or conference attendee registration fees. | Yes if under $5,000 | Yes. Code as R01 | 30 - Non-Professional Service - Non-Technology |
| Construction | Contact procurement@cnu.edu with specifications | No | No. Generated by Procurement | 50 - Construction |
| Consulting Services | Competition required. Contact Procurement to determine appropriate contract type. | 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 with documentation of excusivity | Yes if under $5,000 | Yes. Code as R01 | 15 - Equipment - Technology 25 - Supplies - Technology |
| Express Delivery Services | Competition required - State contracts available for FedEx and UPS | Yes if under $5,000 | Yes. Code as R01; Code as X02 if using State contract |
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 | Limited to purchases by Law Enforcement or Military Science | Yes if under $5,000 | Yes. Code as R01 | 20 - Supplies - 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; Code as R01 if using DGS/State Sources (VCE, VIB, etc.) | 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 | Contact procurement@cnu.edu to determine if service is exempt from competition. | No | Yes. Code as R01 or X02 | 30 - Non-Professional Service - Non-Technology |
| Information Technology | Competition required. Tech Vetting Questionnaire is required to be completed for all purchases. | Yes if under $5,000 unless ETF | 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 |
| Maintenance Contract Exclusive Provider (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 with documentation of excusivity | 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 | Yes. Code as X02 | 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) | Seek competition as practicable | Yes if under $5,000 | No. Code as X02 if entered | 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. Contact Procurement about the available Strategic Print contracts. | 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 with DGS approval- Must be reported to the Business Office | No | Yes. Code as X02 | 60 - Real Property |
| Reimbursements | All purchases must comply with Travel policy. | No | No | N/A |
| Resale items | Exempt from competition | Yes if under $5,000 | Yes. Code as R01 | 20 - Supplies - Non-Technology |
| Research Grant Sub-awards | Exempt from competition | No | Yes. Code as X02 | 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 | Competition Required. 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 X02 | 30 - Non-Professional Service - Non-Technology |
| Travel and Lodging | All purchases must comply with Travel policy. | No | No. | N/A |
| Tuition and Seminar Fees | Exempt from competition | Yes if under $5,000 | Yes. Code as X02 | 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 | Yes. Code as X02 | 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. Individual Services Contract required if paying an individual. | Yes if under $5,000 | Yes. Code as R01 | 30 - Non-Professional Service - Non-Technology |