Content is Maintained by Strategic Business Services

Web: About SBS
Phone: 805-756-2232
Email: sbs-procurement@calpoly.edu

Procurement

Purchasing Guidelines

Types of Purchases

  • Commodities: Tangible goods including office supplies, furniture, equipment, computers, software, etc.
  • Services: Non-tangible labor including repairs, maintenance, consulting, rentals and leases, any type of installation, speakers/lecturers, etc.
  • Public Works: Construction, alteration, repair or improvement of any public structure, building, road or other public improvement of any kind.

Back to top

Commodity Purchase Guidelines

Commodity Purchases under $2,500

Department may purchase goods under $2,500 by using a:

  • Direct Buy Form and Staff reimbursement. Allows payment to a vendor or staff without a purchase order. The Direct Buy form is located on the Fiscal Services Forms page.
  • Purchase Requisition. Electronic entry through PeopleSoft. Requisition is processed into a Purchase Order by Strategic Business Services (SBS) staff members.
  • Petty Cash. For Goods purchased under $50.

Important Accessibility Reviews

Strategic Business Services must review furniture purchases for accessibility compliance before purchase, regardless of price.

ITS must review software and technology purchases for accessibility compliance before purchase.

Commodity Purchases between $2,501- $50,000

For simple requirements like off-the-shelf items or those sold through distributors, departments are allowed to get 3 quotes themselves with award made by Strategic Business Services.

  • Methods for obtaining quotes
    • By phone; document on a Quote Sheet,
    • Via the Internet; document on an Quote Sheet,
    • By Fax; use a Quote Sheet, or
    • By U.S. Mail; Receive a written quote from the vendors
  • Submit a purchase requisition to Strategic Business Services with all quotes attached. Strategic Business Services will award to the lowest priced bidder.
  • Submit a purchase requisition for Commodity requirement. Strategic Business Services will obtain quotes and award to the lowest priced bidder.

If requirement is only available through one vendor, submit Sole Source Request (SSR) with the requisition. The sole source request form and quote sheet are located under forms and information.

Note: Efforts must be made to meet the State prescribed goals for certified Small Business and Disabled Veterans Business participation.

Commodity Purchases over $50,000:

Bidding Requirement- All commodity requirements in the amount of $50,000 or more (including tax and shipping) must be formally bid by Strategic Business Services and will awarded to the winning bidder using one of the two main purchasing methods:

  • IFB (Invitation for Bid) solicits bids from prospective vendors. Award based on the lowest price/cost.
  • RFP (Request for Proposal) solicits proposals from prospective vendors based on their submitted solutions to a requirement. The Vendor's proposal is evaluated based on a set of criteria, i.e. References, Specifications or Scope of Services, Implementation (if applicable), Accessibility Compliance (if applicable) and Cost. The winning proposal is determined based on a scored evaluation of each of these elements with the highest score winning the contract.

Please submit requirements over $50,000 to Strategic Business Services for formal bidding and allow 4 to 8 weeks for IFB and 6 to 10 weeks for RFP process.

Back to top

Service Purchase Guidelines

Regardless of value, service vendors coming ON CAMPUS to perform a service need to be contracted by Strategic Business Services via a Purchase Order or contract.

All vendors must provide Cal Poly Strategic Business Services proof of insurance before the vendor comes on campus to provide the service per Executive Order 849.

Please do not sign agreements, make informal commitments or allow services to proceed without a signed contract or Purchase Order from Strategic Business Services.

Service Purchases between $0 - $50,000:

For simple service requirements, departments are allowed to get 3 quotes themselves with award made by Strategic Business Services:

  • Methods for obtaining quotes:
    • By phone; document on a Quote Sheet,
    • Via the Internet; document on an Quote Sheet,
    • By Fax; use a Quote Sheet, or
    • By U.S. Mail; Receive a written quote from the vendors
  • Submit a purchase requisition to Strategic Business Services with all quotes attached. Strategic Business Services will award to the lowest priced bidder.

Or

  • Submit requisition for service requirement. Strategic Business Services will obtain quotes from vendors and award. Strategic Business Services will award to the lowest priced bidder meeting the specifications.

If service requirement is only available through one vendor, submit Sole Source Request (SSR) with the requisition. The sole source request form and quote sheet are located under Forms and Information.

Service Purchases over $50,000:

  • Bidding Requirements - All service requirements $50,000 or more must be formally bid by Strategic Business Services and will awarded to the winning bidder using one of the two main purchasing methods:
    • IFB (Invitation for Bid) solicits bids from prospective vendors. Award based on the lowest price/cost.
    • RFP (Request for Proposal) solicits proposals from prospective vendors based on their submitted solutions to a requirement. The vendor's proposal is evaluated based on a set of criteria, i.e. References, Specifications or Scope of Services, Implementation (if applicable), and Cost. The winning proposal is determined based on a scored evaluation of each of these elements with the highest score winning the contract.

Please submit requirements over $50,000 to Strategic Business Services for formal bidding and allow 4 to 8 weeks for IFB and 6 to 10 weeks for RFP process.

Note: Services generally can not be processed on the ProCard, Staff Reimbursements, and Direct Buy Form.

Back to top

Guest Speaker/Lecturer

Use the Guest Lecturer Form if requirement is for speakers, guest lecturers, entertainers, and other similar activities that are under $1,000. These types of activities may not warrant a purchase order or insurance. Contact Strategic Business Services for assistance at 805-756-2232.

Back to top

Sole Source Request (SSR)

A sole source/sole brand is when only on source exists for the required product or service.

A sole source or sole brand purchase is allowed only when a department submits a SSR with the requisition and it's approved by Strategic Business Services.

Examples of Sole Sources:

  • Products or services containing limited rights, patent rights, copyrights, secret process or markedly unique and necessary features which differentiate from all others.
  • Equipment maintenance by only one authorized or qualified source as required by the equipment manufacturer.

Back to top

Sole Brand Request

A Sole Brand is when only one brand can meet the requirement/specifications. But the brand may be purchased from more than one source. Sole Brands are bid using typical university processes and procedures.

A sole brand purchase is allowed only when a department submits a SSR with the requisition and it's approved by Strategic Business Services.

Example of a Sole Brand

Equipment which must attach to, interface with, or match existing equipment for the preservation or extension of existing equipment use.

Note: The sole source form must be submitted to Strategic Business Services for review and approval before the purchase can proceed. The sole source request form is located under Forms and Information.

Back to top

Emergency Orders

Under extraordinary circumstances, authority to make an emergency purchase may be obtained by getting authorization from CStrategic Business Services. Purchase Requisition numbers or bid numbers are never to be given to vendors as purchase order numbers.

The department needs to first enter and approve a purchase requisition in the system. Once entered, call the appropriate Buyer (see list on About Us) and explain the need for an emergency purchase. If approved, the department will be given an emergency purchase order number.

Back to top

Rush Orders

If a department has a requisition that needs to be placed in a short time, it is recommended the department indicate "Please rush order, need by (date)" in the Header Comments panel. It is also advisable to notify Strategic Business Services at 805-756-2232 so immediate action can be taken.

Back to top

Contracts and Agreements

Departments should not sign contracts or agreements with vendors/suppliers.

  • University employees, faculty, staff, student assistants and/or students who sign agreements might be held personally responsible for costs and liable for injuries or damage.
  • Please submit all contracts or agreements that vendors send you to Strategic Business Services for review. This includes vendor quotes or proposal forms, maintenance agreements, licenses, permits, etc.

University Contracts

There are a variety of agreements available for the department's use. Information pertaining to contracts for campus use is located in the Campus Marketplace.

Back to top

Forms and Information

Back to top

Forum PowerPoints

2012

Back to top

Notary Services

Contracts, Procurement, & Risk Management offer Notary services for business related matters. Please call 805-756-2234 to set up an appointment.

For non-business related Notary services, please see the Canyon Post website.

Back to top

Related Content