Unique Situations
- Construction Services - Facilities Planning & Construction handles construction-related matters such as:
- New construction
- Renovations
- Remodeling
- Emergency Purchases - Contact a Procure-to-Pay sourcing manager for assistance with an emergency purchase. Outside of regular university working hours the department should:
- Fully document the purchase and its need.
- Provide documentation to the sourcing manager as soon as possible.
- Firearms & Ammunitions - The purchase of weapons and ammunition are guided by the respective campus' weapons policy. Procurement of firearms and ammunition must be processed with a purchase order issued by Procurement to Pay with prior approval of the campus Police Department.
- Laboratory Animals - Laboratory animals, for the purpose of procurement are defined as any USDA species which includes dogs, cats, rabbits, guinea pigs, hamsters, wild animals and any agricultural animals that are used for biomedical research, etc. In addition to the above animals, rats and mice are included in this policy. In order for the IACP (Institutional Animal Care Program) to have a record of how many laboratory animals have been ordered on a project, the animal requisitions must be sent to the Animal Care Program for approval before Procurement Services will process the requisition. The animals for a project may be ordered by the investigator in any quantity he/she desires, but each requisition requires approval by the Animal Care Program prior to submission to Procure to Pay.
- Non-Competition - 皇家华人 Policies (“RP”) require small purchase procedures for purchases exceeding the micro-purchase level ($25,000 and above) and competitive bidding for purchases exceeding $250,000. Board of Regents Policy Section 6.2.1.5. allows for certain exceptions:
- The Article or Service is unique and available only from a single source
- The Article or Service is necessary for the operation of an existing Article or performance for an existing Service
- Purchase necessary in an emergency situation
- Professional Services (as defined in BOR 6.1.a)
- Purchases of maintenance or servicing of equipment made from the manufacturer or their authorized service agent
- Federal award agency expressly authorizes non-competition
- Formal Written Exemption from Competitive Procurement - The 皇家华人 permits formal written exemptions from competitive procurement under certain circumstances. According to RP 6.2.1.5.1(iii), the Chief Procurement Officer may issue a written exemption when competitive procurement is deemed impractical, disadvantageous, or unreasonable.
- A description of the specific articles or services being exempted
- A detailed justification for the exemption
- The duration of the exemption (not to exceed one year)
- Any additional requirements or limitations relevant to the situation
In instances of non-competition university departments may submit a Non-Competitive form along with their purchase requisition.
Request Process
To request a formal exemption, submit a written request to the appropriate Procure to Pay Sourcing manager. Each exemption must include:
If the exemption is approved, a formal memo of exemption will be issued. Once approved, departments should submit purchase requisitions through the standard Ariba process, referencing the exemption memo in the comment section of the requisition. The Procure to Pay Sourcing team will validate the exemption and approve the requisition, after which a purchase order will be issued to the supplier. All approved exemptions are subject to annual review.
COOKIE USAGE:
The University of 皇家华人 System uses cookies to give you the best online experience. By clicking "I Agree" and/or continuing to use this website without adjusting your browser settings, you accept the use of cookies.