University Procurement Policies
Purpose
As employees of the University of Richmond, each of us is entrusted to be a fiscal
steward of University resources. Most faculty, administrators, and administrative support staff are involved in the procurement process and must adhere to University Procurement Policies. This includes all expenditures of funds for the procurement of goods such as office supplies, computers, scientific equipment or contracting for consulting or other services. Transactions that do not follow these guidelines can not be processed for payment by Accounts Payable. University Purchasing is committed to helping you in this process. Please contact Elaine Pierpont, Assistant Director for Procurement Services or Betsy Andress, Director of University Services if you have questions.
Mission Statement
University Purchasing supports the mission and goals of the University of Richmond
by providing efficient and responsive procurement services. We are committed to
obtaining high quality goods and services at reasonable costs.
- Ethics
The University's reputation for fair, honest and consistent treatment of
suppliers can best be accomplished if procurement is done solely on the
merits of the transaction. All University personnel should conduct
themselves in such a manner as to foster public confidence in the
integrity of the University procurement process.
All persons engaged in the procurement process in any department or
position will adhere to the following Code of Ethics published by
the National Association of Educational Procurement (NAEP).
- To give first consideration to the objectives and policies of the
University of Richmond.
- To strive to obtain the maximum value for each dollar of
expenditure.
- To decline personal gifts or gratuities.
- To grant all competitive suppliers equal consideration in so far
as institutional policy permits.
- To conduct business with potential and current suppliers in an
atmosphere of good faith, devoid of intentional
misrepresentation.
- To demand honesty in sales representation whether offered
through the medium of a verbal or written statement, an
advertisement, or a sample of the product.
- To receive consent of the originator of proprietary ideas and
designs before using them for competitive purposes.
- (University Procurement Services) to make every reasonable
effort to negotiate an equitable and mutually agreeable
settlement of any controversy with a supplier.
- To accord a prompt and courteous reception insofar as
conditions permit to all who call on legitimate business
missions.
- To cooperate with trade, industrial, and professional
associations, and with governmental and private agencies for
the purposes of promoting and developing sound business
methods.
- To foster fair, ethical, and legal trade practices.
- To counsel and cooperate with NAEP members and promote a
spirit of unity and a keen interest in professional growth among
them.*
- Gifts and Gratuities
University employees shall not accept or solicit, directly or indirectly
anything of economic value as a gift, gratuity, favor, or entertainment which
is or may appear to be designed to influence official conduct in any manner,
particularly from a person who is seeking to obtain business or financial
arrangements with the University.
Unsolicited gifts or gratuities valued under $50.00 may be accepted. Always
apprise your supervisor of any gifts or gratuities that you have accepted.
Examples include:
- Unsolicited advertising or promotional material such as pens,
pencils, scratch pads, and calendars
- Occasional business lunches or food and refreshments of
insignificant value.
- Other items of nominal or minor value such as a box of candy
or fruitcake that are merely tokens of appreciation and not
related to any particular transaction.
- Conflicts of Interest
No University employee shall participate in the selections, award, or
administration of a contract or transactions if a real or apparent conflict of
interest would be involved. Such conflict would arise when an employee, any
member of his or her immediate family, his or her domestic partner or an
organization which employs or is about to employ any of the parties indicated
above, has a financial or other interest in the firm selected for the award.
Every University employee must report to his/her supervisor any real or
potential conflict of interest between his/her personal and professional
relationships. This includes any relationship with only the appearance of a
conflict. Such conflicts may arise when an individual could receive personal
benefits (financial or otherwise) as a result of his/her position at the
University.
* The NAEP Code of Ethics has been paraphrased to specifically reflect
the University.
- Competition and Order Placement Policies
No additional competition is required for purchasing goods and services on
existing contracts because vendor selection for contracts is based on
appropriate competition at the time the contract is awarded. The following
guidelines refer to non-contract purchases of goods and services.
The University is committed to providing equal business opportunities to
minority owned, woman owned or small firms. Whenever viable, price
quotations for goods and services from these entities should be solicited.
Always evaluate needs carefully to avoid unnecessary purchases and when
appropriate, analyze lease versus purchase alternatives to determine which
would be the most economical and practical procurement.
A. Dollar Amounts $0 to $4,999.99
Goods and services that total less than $5,000 per transaction may be
purchased directly by departments with minimum competition. A
University purchase order is not required. Price quotations from
minority, woman owned or small firms should be included whenever
feasible. Pricing, service, and product quality are equal factors in
vendor selection. Orders may be transacted with the University
Purchasing Card (P-Card). The P-Card is a corporate Master Card
issued through JP Morgan Chase Bank. Qualified departmental
purchases within a predetermined purchase limit can be charged
directly to the P-Card. These charges are billed centrally to the
University and paid to JP Morgan Chase. Complete information on the
University Purchasing Card can be found at:
http://controller.richmond.edu/card/
B. Dollar Amounts $5,000 to $24,999.99
Procurement of goods and services costing at least $5,000 but
less than $25,000 must be processed on a University purchase
order through University Purchasing. Vendor selection is made
on the basis of informal competitive price quotations from a
minimum of two sources. Price quotations may be solicited
on the telephone or in writing. Pricing, service, and product quality
are equal factors in vendor selection. Price quotations from minority
owned, woman owned or small firms should be included whenever
viable. All capital equipment ($5,000 threshold) requests are
processed through University Purchasing.
A request for pricing including complete specifications for the
product or service, the quantity needed, and suggested vendors,
may be submitted to University Procurement Services who will solicit
price quotations and confer with the requestor prior to awarding the
order, at which time a requisition can be processed. Or the requestor
may solicit price quotations and then submit the requisition to
Procurement Services. In this case, all pricing and order award
justification documentation should be attached to the requisition. Price
information received from any quotation will not be disclosed until
after the award of the order.
C. Dollar Amounts $25,000 & Up
Procurement of goods and services costing $25,000 or more
must be processed on a University purchase order through
University Procurement Services. The requestor must consult with
University Purchasing to determine the best method of price
solicitation. Vendor selection will be made based on written
requests for quotation (RFQ), Invitations for Bid (IFB) or
Requests for Proposal (RFP) depending on the nature of
the transaction. Competitive pricing from a minimum of two to
three vendors is required. Price quotations from small, minority and
women owned firms* should be included whenever viable.
An RFQ, IFB or RFP will be issued by Procurement Services
Procurement Services will consult with the requestor as well as
selected experts when appropriate in both the formation of the
RFQ, IFB or RFP document and the evaluation of vendor
proposals. Pricing, service and product quality are equal factors
in vendor selection. All pricing and award justification documentation
on procurements valued at $25,000 or more must be maintained for
five years for audit purposes.
Procurement Services can provide information on minority-owned,
women-owned or small firms that currently are included in
the University vendor data base. However, this is not a
comprehensive listing of every qualified vendor in these categories,
and consideration should be given to other qualified vendors.
- Exceptions to Competition Policies
- Sole Source Purchases
Sole Source procurements can be made when only one firm can
satisfy the requirement. Price is not the determining factor in Sole
Source vendor selection. Sole Source requests with a value of $5,000
or more must be processed through University Procurement Services. A written quotation and justification for Sole Source must be included with the purchase requisition. A sole source justification form may be downloaded at http://univservices.richmond.edu/procurement/justification.pdf
- Emergency Purchases
Emergency purchases are those required to protect life and/or
property or to prevent substantial economic loss or the
interruption of service. Formal procedures are waived, but
competition is used where possible. Document all decisions and
retain all documentation in case of a future audit.
- Furniture
Campus furniture must meet commercial fire codes and durability
and ergonomic standards set by Interior Design Services. Regardless
of dollar value all requests for furniture must be specified and
processed through University Procurement Services.
- Exceptions to Order Placement Policies
- Books, Periodicals, and Sundries
University libraries and the University bookstore have unique
requirements that dictate special procedures regarding order
forms, receipts of merchandise, and payments to suppliers
and procure these products directly adhering to competitive
pricing guidelines.
- Dining Services
Dining Services has unique requirements that dictate special
procedures regarding receipt of perishable products, other food
stuffs and related equipment and procure these products directly
adhering to competitive pricing guidelines.
- Technology and Peripherals
All purchase requests for desktop computer hardware, software,
peripherals, and printers must be initiated through Information
Services (http://is.richmond.edu/aboutis/equipment.htm).
- Professional Design and/or Construction Services
Professional design and/or construction services for University
projects are selected on an impartial, fair, and consistent
basis by University Facilities.
- Exclusive Contracts
Exclusive contracts preclude the purchase of competitor goods or
services with University funds. Examples of University exclusive
contracts include: Coca Cola for beverages, JP Morgan Chase for
corporate card services and Commemorative Brands, Inc. for school
rings. Contact Louie Love, Director of Business Affairs Initiatives for
complete information on specific exclusive contracts.
- Personal/Professional Services
When specialized skills, knowledge, resources, and experience are
needed that cannot be provided reasonably by existing staff or University
service departments, such services may be obtained from firms or individuals
outside the University on a fee-for-service or personal/professional services6
contract. Selections must be based on impartiality, competitiveness, and
ability to fulfill needs.
Contracts must be reviewed by the Director of Business Affairs Initiatives and
legal counsel (if deemed necessary by the Director of Business Affairs
Initiatives). Contracts must be approved by the Vice President for Business
and Finance.
Examples of Personal/Professional Services Contracts:
Appraisals
Architectural and engineering services
Auditing, accounting, financial services
Consulting Services
Printing and graphic design
Research
Surveys and studies
- Exceptions to Personal/Professional Services
- The Vice President for Information Services may approve
contracts/agreements that are related to information
technology.
- The Associate Vice President for University Facilities may
approve contracts/agreements valued up to $200,000 related to
construction and contracts/agreements for facilities services.
- The Director of University Services and/or the Assistant Director for
Procurement may approve contracts/agreements for campus-wide
goods or services.
- The Executive Director of the Modlin Center for the Arts and the
Executive Director for University Museums may approve
contracts/agreements for the engagement of touring artists or
exhibitions.
- The Associate Vice President for University Communications may
approve contracts/agreements for printing, photographers and
writers.
- Deans may approve agreements for lecturers or speakers for their
respective schools.
- Federal Grant Proposals
All federal grant proposals are processed through Foundation, Corporate &
Government Relations. When equipment or other goods and services are
requested on federal grant proposals, all University procurement guidelines
must be followed in specification, price solicitation, vendor selection, and
procurement. In addition, the Federal Government mandates that we follow
the Procurement Standards in OMB Circular A-110 for goods and
services purchased with Federal funds. You must consult with University
Purchasing for assistance before submitting grant applications
to Federal Agencies. Information is available at: http://www.whitehouse.gov/omb/circulars/a110/a110.html sections 40 - 48.
- Environmental Stewardship
The University supports environmental stewardship and extends preference,
to the extent practicable and economically feasible, to products and
services that conserve natural resources, protect the environment and are
energy efficient.
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