Purchasing and Business Services Manual (PUR)

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Effective: 3/15/1987

Revised: 8/1/2021

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PUR 301: Methods of Procurement and Dollar Limits

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Purpose

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To provide dollar threshold procurement requirements when spending Federal money

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Source

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Code of Federal Regulations §§200.317 through 200.326

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Policy

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The Federal Procurement Standards have different requirements and dollar limits than non-Federal procurement.

Micro-Purchase Threshold. ASU may establish and self-certify a micro-purchase threshold consistent with State law, as stipulated in 2 CFR § 200.320(a)(1)(iv). This Micro-Purchase dollar limit is $25,000

  • Micro-Purchases may be made by department staff using a Purchasing Card or by submitting a requisition in the financial management system.
  • If the price is considered to be reasonable, these purchases can be completed without soliciting competitive quotations and in most cases, without the involvement of Purchasing and Business Services.
  • Department staff should make an effort to distribute Micro-Purchases equitably among qualified suppliers, including small and diverse businesses.

Purchases below the Simplified Acquisition Threshold, between $25,000 and $100,000

  • Multiple quotations are required

Purchases of $100,000-$250,000

  • Formal competitive solicitation in accordance with ABOR requirements is required

Purchases above the Simplified Acquisition Threshold, $250,000

  • Formal competitive solicitation in accordance with ABOR and Federal requirements is required
  • An independent cost estimate is required prior to the solicitation
  • Purchasing and Business Services shall complete a cost or price analysis
  • Purchasing and Business Services shall negotiate profit as a separate element of price

Purchases through Non-Competitive Proposals (sole source transactions) in any dollar amount in excess of $25,000 and in any case of “inadequate competition” where only one response is received for a formal solicitation

  • Department must provide specific and adequate justification, subject to additional scrutiny
  • Purchasing and Business Services shall complete a cost or price analysis
  • Purchasing and Business Services shall negotiate profit as a separate element of price

Procurement of Recovered Materials

The university will give preference for items designated in guidelines of the Environmental Protection Agency at 40 CFR part 247 that contains the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition. The Federal Procurement Standards require the purchase of products with the highest percentage of recovered materials where the purchase price exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeds $10,000. The commodities currently covered in these guidelines are paper, vehicle supplies, some construction materials, transportation supplies, recreation supplies, landscaping supplies, non-paper office supplies, some office furniture, and products containing recovered steel, glass, wood and plastic.

Procurement Records

All records will be retained in accordance with § 200.334


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