Policies, Procedures & Forms

Policies & Procedures

Procurement Services Policy Manual (PDF)

This policy manual outlines the services provided by the Procurement Services department in addition to Bidding Policy, Vendor Selection Criteria, Receiving, and Special Purchases.

Bidding Policy

Excerpt from the Procurement Services Policy Manual - Unrestricted Funds and Grants.

Standard Purchase Order Terms & Conditions (PDF)

Standard Terms & Conditions sent with purchase orders issued by the University.

Computer Purchase Policy (PDF)

This document outlines the process and suppliers to be used when purchasing a computer at the University.

Forms

buyND Supplier Add Form (available within buyND system; (PDF))

Use this quick reference guide to learn how to have a vendor added in buyND by submitting a “Supplier Add Request Form”.

PO Change/Cancel Form (available within buyND System; (PDF))

Use this quick reference guide to learn how to submit a “PO Change-Cancel Request Form” within the buyND system. PO changes may include FOAPAL, amount, or line item adjustments.

Bidding Policy - Excerpt from the Procurement Services Policy Manual

Procurement Services' responsibility for University expenditures dictates the following policy with regard to competitive bidding. This policy calls for acceptance of the best bids based on prices and other factors pertinent to the specific purchase. The following dollar threshold levels have been established to promote competitive bidding and increase the efficiency of the procurement process.

Unrestricted Funds Bidding Policy 

Order Amount

Responsibility

Formal Bidding Procedures

Up to $4,999

Departmental or Procurement Services

Recommended that written or verbal quotations be obtained from several sources

$5,000 to $24,999

Departmental or Procurement Services

Three written quotations must be obtained, either by the department or Procurement Services

$25,000 and over

Procurement Services

Procurement Services and the department may initiate the bidding process unless there is sufficient sole source justification

For purchases less than or equal to $4,999, requisitioning departments should follow their own judgment in identifying potential vendors. However, Procurement Services can facilitate this process by supplying lists of preferred vendors, negotiating discounts, and providing support as requested.

For purchases between $5,000 and $24,999, three written quotations must be obtained. Departments have two (2) options:

  1. Request Procurement Services to solicit bids and provide a summary of results for the requisitioner's review and evaluation. Procurement Services requires a minimum of two weeks for the bidding process. Additional time should be planned for should a legal and business review of all the submitted bids be needed.
  2. Obtain three written bids, and complete the Supplier Selection Form in buyND to create your requisition. Departments may be asked to submit these bids to Procurement Services for review. If there are limited sources of supply, colleges/departments are to provide sufficient justification for the purchase. If the college/department cannot identify three suppliers, Procurement Services should be contacted prior to requesting bids to help identify additional suppliers.

If the purchase is to exceed $25,000 a formal Request for Bid (RFB) or Request for Proposal (RFP) performed by Procurement Services may be done.

Grants Bidding Policy

For all the purchases under the Federal Government Grants Programs, the University of Notre Dame abides by the Circular A-110 of the Office of Management and Budget of the United States . OMB A-110 requires:

  • basis for vendor selection
  • justification for selected or sole source purchases, and
  • basis for the price of the purchase.

Note: Pursuant to the Federal Register notice issued by the OMB on May 17, 2017, the University will delay the implementation of procurement standards 2 CFR 200.317 through 200.326 until the fiscal year beginning after Dec 26, 2017. Until then, the university will continue to comply with the OMB A-110 circular.

The volume of purchases under $5,000 makes it impractical to supply written documentation for each purchase. Procurement uses sound business judgment and relies on professional experience in making the buying decision. Written documentation is not required for transactions under $5,000, unless Buyer's judgment indicates otherwise. Nevertheless, Procurement ensures that the price is fair and reasonable and that the award is made to the supplier whose offer is most advantageous to the institution. Buyer documents these facts and attests that supplier selection and price determination has taken place in accordance with the principles outlined below by approving the purchase requisition.

For purchases between $5,000 and $24,999, requisitioning departments and Procurement Services shall follow the procedures outlined in the Unrestricted Funds Bidding Policy section above. Price analysis also applies to these purchases. Procedures should include the comparison of price quotations submitted, market prices, description of all available discounts not available to the general public that reflect substantial savings, comparison of obtained prices to previous prices paid for the same or similar items, and other considerations that justify the accepted bid.

For purchases in excess of $25,000, the current small purchase threshold level defined by the OMB A-110, Procurement Services, where practical, must complete a price analysis and conduct competitive bidding procedures with at least three bids obtained and analyzed. Also, the Request for Proposal (RFP) should be initiated, as outlined in the Unrestricted Funds Bidding Policy section above. Procurement Services must keep all the documentation related to all purchases in excess of $25,000, so the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to all the books, documents, and contractor's records, which are directly pertinent to specific procurement programs.