Financial and Business

Procurement Policy

Section: Financial & Business Policies
Policy Name: Procurement Policy
Policy Owner: Executive Vice President
Responsible University Office: Office of the Vice President For Finance and Deputy Treasurer
Origination Date: February 1, 1980
Revisions: April 30, 1984; April 10, 1985; July 5, 1989; August 1996; July 2000; July 1, 2005; February 7, 2006; February 11, 2008; April 1, 2009; July 2018
Legacy Policy Number: 5-01
  1. PURPOSETo explain the procedures and policies to be followed in the procurement of all goods and services. This policy is applicable to colleges, departments, centers, and units unless otherwise noted.
  2. POLICY
    1. PURCHASING POLICIES
      1. Final authority for all purchases rests with the President, the Executive Vice President, and the Director of Procurement Services.
      2. All procurement in amounts over $5,000 or more will be handled by the purchasing department.
      3. Procurement in amounts of less than $5,000 will be handled using the University’s Procurement Card by the ordering unit. Purchases to vendors not accepting the card will be handled by Procurement Services. Purchases may also be handled by any other method of procurement implemented and administered by Procurement Services.
      4. The following quotation/bid thresholds apply:
        1. Federal Contracts and Grants including Mandatory/Voluntary Committed Cost Share and University Service Centers:
          1. Less than $10,000 – Departments should perform due diligence on pricing options to ensure that products or services are obtained at reasonable prices.
          2. $10,000 to $250,000 – Quotes must be obtained from an adequate number of qualified sources (minimum of three sources if available). If there is only one qualified source, a UD Sole Source Justification form must be completed and submitted to Procurement for review and approval. http://www1.udel.edu/procurement/forms/Sole-Source-Form-UD.docx
          3. $250,000 and greater – Sealed bids are required with formal advertising by Procurement Services unless there is only one qualified source. A UD Sole Source Justification form must be completed and submitted to Procurement for review and approval.  http://www1.udel.edu/procurement/forms/Sole-Source-Form-UD.docx
        2. All Other Purchases
          1. Up to $50,000, solicitation of quotations/bids will be at the discretion of Procurement Services. Buyers in Procurement Services are accountable for exercising professional due diligence by soliciting written or telephone quotations (documented) when appropriate.
          2. Purchases over $50,000 require price quotations or sealed bids to be obtained from at least three qualified vendors (if available), solicited by Procurement Services.
          3. In the event that only a single source can be located for a particular purchase exceeding $50,000, Procurement Services will make that determination and the buyer will so document in the purchasing system.
      5. The Director of Procurement Services has authority to question the quality and type of materials requisitioned so that the best interest of the University may be served.
      6. All things being equal (quality, service, and price), the University favors making purchases locally.
      7. Standing Purchase Orders/Blanket Purchase Orders/Term ContractsAll efforts should be made to utilize the University’s Procurement Card as the method of payment whenever possible. It may be expeditious to issue a single standing purchase order, blanket order or term contract which would cover purchases for a specified term. These purchase orders are subject to the approval of the Director of Procurement Services.
      1. Bid Waivers
        1. For purchases of $50,000.00 or less, bids and/or quotations are at the discretion of the buyer.
        2. For purchases of $50,000.00 up to $100,000.00, requests for bid waivers must be approved by the Director of Procurement Services.
        3. For purchases over $100,000.00, requests for bid waivers must be approved by the Vice President for Finance.
        4. The Director of Procurement Services will prepare an annual report of bid waivers for the Vice President for Finance.
        5. Bid waivers are approved for the following reasons:
          1. compatibility with existing equipment
          2. unforeseen time constraints
          3. emergency situations.
      2. Required Additional Approvals
        1. Purchases over $50,000.00 must be approved in accordance with University budget policies.
        2. Additions to the University’s motor vehicle fleet must be approved by the Vice President for Finance.
        3. Grant or Contract funded purchases over $5,000 must be approved by the Research Office.
        4. Invoices for services of over $10,000 and goods of $50,000 or more must be signed or electronically approved by the originating department to certify receipt and availability of funds.
        5. Copy machines must be approved by the Director of Supporting Services or their designee.
        6. Intrusion alarms must be approved by the Director of Public Safety or their designee.
        7. Fume hoods, respirators, x-ray equipment, laboratory refrigerators, and radioactive materials, biocabinets, and electric generators must be approved by the Director of Occupational Health and Safety or their designee.
      3. Third Party Review
        1. The Director of Occupational Health and Safety or their designee will be notified of all laser equipment and microwave purchases.
        2. The Manager of Transportation Services or their designee will be notified of all automobile purchases.
        3. The Manager of Publications or their designee will be notified of all printing orders handled outside the University.
        4. The Director of IT-User Services or their designee will be notified of all software license purchases.
        5. The Director of Risk Management or their designee will be notified of all insurance purchases.
        6. No purchases shall be made by the University from employees of the University or a business owned or controlled by an employee or in which an employee has a substantial interest without a clear statement from the requesting unit that such purchases are unique and necessary. This statement will be directed from the requesting unit to the Director of Procurement Services and if deemed necessary forwarded with a recommendation as to uniqueness and necessity to the President for approval.
    2. EXCEPTIONS TO THE POLICY
      1. The Director of Libraries has the authority to make purchases of library books, periodicals, and other non-supply library items for all University libraries.
      2. All other exceptions to the policy will be granted by the Director of Procurement Services.
    3. RESPONSIBLE AUTHORITYThe authority to enforce this policy lies within Procurement Services. Any questions may be directed to (302) 831-2161 or procurement@udel.edu.