采购指南

All purchases made with 研究基金会 funds must have a legitimate business 目的. To ensure quality service, maintain satisfactory relations with external suppliers, 菠菜网lol正规平台 faculty, administrators, and principal investigators, the following ethical 采购 guidelines have been developed by the 研究基金会:

  • Give first consideration to the objectives and policies of the 菠菜网lol正规平台 研究基金会 和菠菜网lol正规平台.
  • 获得每一美元的最大价值.
  • Demand h一个sty in sales representation whether offered through oral or written statements, 广告或产品.
  • Grant all competitive bidders equal consideration; regard each transaction on its 自己的优点.
  • 拒绝所有私人礼物或小费.
  • The Title Of Ownership should list 圣何塞州立大学 研究基金会 as the property owners for all major property purchases such as vessels, vehicles, etc. For tax 目的s and school exemption, PIs and employees are not to purchase major 以自己的名义拥有财产.
  • Accord a prompt and courteous reception to all who call on legitimate business.
  • Use only by consent original ideas and designs devised by 一个 vendor for competitive 采购.
  • The 采购 power of the 研究基金会 shall not be used for personal acquisitions 教职员工或学生.

供应商选择

It is the policy of the 研究基金会 to treat all vendors and contractors fairly 和公正. To maintain integrity in all 采购 transactions and make every effort to avoid financial (actual or perceived) conflicts of interests. 供应商选择 should be made from companies that do not provide economic benefit to 研究基金会 员工或项目人员.

Additionally, no contract should be established with parties listed on the U.S. 政府制裁名单. The General Services 政府’s System for Award Management (SAM) list contains the names of parties that have been debarred, suspended, or otherwise excluded by federal agencies, as well as contractors who are ineligible under statutory or regulatory 权威. Contractors with awards that exceed the small purchase threshold of the 研究基金会 must provide the required certification regarding their exclusion 状态.

采购订单

The 研究基金会 采购 department generates purchase orders (POs), officially authorizes the transactions, and has the sole 权威 to issue purchase orders. The document identifies a specific seller and provides:

  • 描述
  • 量
  • 价格
  • 折扣
  • 付款条件,
  • 履约或装运日期
  • 其他适用条款和条件

When accepted by the vendor (seller), the purchase order becomes a contract binding 同时向供应商和研究基金会收费.

如何申请采购订单

当供应商需要一个或一个 特定的购买符合PO标准, you can request a 研究基金会 purchase order by following these steps:

  • 填写并签署一份 采购申请表[pdf].
  • Attach the quote from the vendor and any other supporting documentation to the form.
  • Forward the approved and completed form and supporting documents to the 研究基金会 to 你的项目经理.

Although the principal investigator (PI) functions as the 采购 agent for their project, they must not, under any circumstances, issue their own purchase orders.

订单审批和付款

The 赞助项目 or Self-support Services manager will review the request and forward it to the 采购 team, who will review it, issue a purchase order, and 然后通过将订单发送给供应商来下订单.

Following shipment of the product, the vendor invoice 研究基金会 Accounts Payable; upon confirmation from the PI or project staff that the product was received, 应付帐款将付款.

关于风险的特别说明

Any一个 entering into a purchase of goods or services without proper 权威 is unnecessarily exposing the 研究基金会 to risk, assumes the risk of being held personally 负责所有费用.

竞争性招标

Effective July 1, 2018 the procurement thresholds and guidelines below apply to all purchases, including services, supplies, and properties 如统一指导政策所定义. [pdf]

Price per unit: Include installation but exclude taxes, shipping, and maintenance.

Micro-purchases (<$10,000)

  • 价格必须合理;
  • 不需要成本分析;
  • 基本的允许度审查是必要的.

Small Purchase ($10,000 - <$250,000)

  • Price or rate quotation must be obtained from two (2) or more qualified sources;
  • Documented ph一个 calls or web search results are required

Simplified Acquisition (>=$250,000)

密封招标采购:

  • Provide complete 描述 and realistic specifications to three (3) or more sources 愿意并有能力提供商品或服务的人.
  • 将授予一份固定价格合同.
  • 供应商可以选择价格或其他因素.

 竞争性招标采购:

  • 必须发布RFP.
  • 必须确定评价因素和重要性.
  • 向三(3)个或更多实体发布rfp.
  • A written method of evaluation must be prepared in advance.

非竞争性招标采购(唯一来源):

  • 该项目只能从单一来源获得;
  • The public exigency or emergency for the requirement will not permit a delay resulting 来自竞争性征集;
  • The federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the nonfederal entity; or
  • After solicitation of a number of sources, competition is determined inadequate.

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