Requisition 101

PRIOR APPROVALS:

Some items, even of nominal cost need to be approved/reviewed by Physical Plant or Facilities Planning Design and Construction.

If the item requires installation, in any way alters the appearance or structure of a building or improved area of state property, or changes the interior environment through heating or cooling, it must be approved. If you have an item you believe to be in this category, prior to submitting your requisition, please contact a CPM buyer to assist you.

ATTACHMENTS:

When you submit your requisition, don’t forget to send in your quote, receipt, estimate or other documentation to help us place your order. Fax your documents to ext. 4-0850 and please separate your faxes. Otherwise, Markview will process your fax as a single document. If you are submitting documents for more than one requisition, please send them separately, one at a time.

Learn more about the CSU’s Buy Recycled Program.

Dear SDSU Campus,

The Contract and Procurement Management (CPM) office is pleased to announce the first issue of our campus newsletter. This newsletter’s function is to increase communication, provide useful information and alert you to upcoming events. You can expect to find helpful tips and topics related to the contract and procurement process and more.

This newsletter will provide you with another tool to help negotiate the ins and outs of the contracting and procurement process. Our goal is to provide you with the highest level-of-service and commitment possible. Please do not hesitate to contact us with your suggestions on how we can improve our service to you. If you have any feedback on this newsletter or suggestions on any topic, please E-mail us.

You must have specific delegated authority from the President to obligate the university to contract for goods and services or the obligation of any university resource. Some departments have authority to make small-dollar purchases for products and services with a procurement card (PCC). All other commitments, regardless of the dollar amount, must be made by Contract and Procurement Management.

Please do not sign any contracts, agreements, memorandum of

understanding, etc. with a vendor. Contact CPM to review the document. Buyers are familiar with state laws governing the CSU system's authority. Also, buyers may be able to negotiate a better contract for you.

Oracle requisitions, submitted to CPM after the order has been placed with the vendor, or after the university has received the products or services are “After-the-Fact” orders (ATF). ATF orders are not allowed.

There are several potential problems associated with ATF orders; such as the receipt of duplicate shipments, violations of legal requirements, the issuance of redundant payments, missed discounts, delays in settlements, lost items, and unidentified invoices. Any faculty or staff member who buys products or services without going through the Contract and Procurement Management Office, assumes the possibility of personal liability for payment.

401. BID THRESHOLDS FOR SERVICES

(Rev. 7/6/01)

Reference: Government Code Section 14838.5

A. Acquisitions Less than $50,000

Competition is not required for services on transactions of an amount less than $50,000 unless CPM determines that competition is necessary to develop sources, validate prices, or for other sound business reasons.

B. Acquisitions greater than $50,000 and less than $100,000 from Certified Small Business.

Acquisitions that are estimated to be greater than $50,000 and less than $100,000 maybe awarded to a Certified Small Business, as long as price quotations have been obtained from two or more certified small business.

C. Acquisitions of $50,000 or More

Except in cases when it has been determined that only one source

will meet the needs of the CSU, all written contracts for the acquisition of service in the amount of $50,000 or more, or as provided for in 401B above, shall be formally bid. The bid will be awarded to the lowest, responsible bidder(s) meeting the bid specifications, or to the bidder(s) whose proposal is given the highest score, by the evaluation committee.

All transactions, made under the CSU procurement authority, shall be designed to encourage active competition among contractors, wishing to become providers of services furnished to the CSU. Efforts shall be made to meet the goals established for small businesses and disabled veteran business enterprises as set forth in section 215, DVBE Participation Goals and 216, Small Businesses.

The state of California has set a participation goal of 25% of all dollars spent to go to California Certified Small Businesses.

The state also has a goal of 3% of all dollars spent to go to California Certified Disabled Veteran Business Enterprises (DVBE). SDSU is committed to achieving these goals.

Look for new suppliers in each issue! We plan to feature one or more SB/DVBE vendors that may be of interest to your department.

Please contact CPM for help locating SB/DVBE vendors for your next purchase.

SB/DVBE

Modular Systems Network Inc., Office Furniture, Kevin Briscoe, 888-844-2640.

SB

Office Furniture Outlet, Office Furniture, 858-271-9700.

The listings of these businesses do not imply any endorsement of these organizations, nor of their goods or services.

For a complete, searchable-database of all California certified SB/DVBE firms, visit the Department of General Services (DGS), Small Business and DVBE Services web site.