Division of Finance and Management

Procurement & Property Control

The Procurement and Property Control Department, located in the Washington Service Center - Loading Dock Level, is responsible for procuring goods and services for all University departments and tagging and accounting for University property.

All goods such as supplies, materials and equipment are requested with a purchase requisition or procurement card, irrespective of fund source. Services such as consultants, transportation services, equipment rentals, maintenance agreements, entertainment, etc., are requested by completing a BB-4 form (Service Request Form) and supporting contracts. Purchase requisitions and BB-4 forms can be obtained from the Procurement Office or in the Central Storeroom, which are also located in the Washington Service Center Building.

Requisitions and BB-4's, once properly prepared and approved by department and divisional authorities, must be submitted to the Comptroller's Office for fund certification prior to processing by the Procurement Department. Processing time begins when the item is received in the Procurement Office. The State of Maryland Procurement Regulations requires that the procurement of certain commodities, services, and maintenance agreements be obtained through competitive methods (price quotes, verbal bids, sealed bids, etc.). Minority Business Enterprise participation is encouraged. The following is a summary of State Regulations that must be followed with regard to all procurements:

Commodity Purchases (excluding Furniture)
Departments with Procurement Credit Cards are allowed to make purchases up to $2,500 without prior authorization for the Procurement Department. All other purchase requests are submitted via purchase requisitions to the University Comptroller's Office for fund certification. Requisitions totaling up to $5,000 should be accompanied by at least two bid quotes (solicited by the requesting department). The requesting department must attach to the purchase requisition the quotation documents, indicating the bidder's name, address, telephone number and bid quote. Normal processing time for the issuance of a University purchase order to a vendor is approximately four (4) working days after receipt in the Procurement Department.

All procurements reasonably expected to be greater than $5,000 must be processed by the Procurement Department. Purchases of $5,000 to $25,000 must be posted on the bid board for three to 10 days. Processing time requires 10 working days.

Purchases in excess of $25,000 must be published in the Maryland Contract Weekly for at least 20 days. These purchases require at least 45 working days to process.

Commodity Purchases (Furniture)
Unless a waiver is provided, furniture must be procured from State Use Industries (SUI). Waiver requests must be submitted (in narrative form) along the requisition explaining the reason for the waiver. The Procurement Department will evaluate along with SUI and respond expeditiously.

NOTE: A bid quote will not have to be obtained for furniture, supplies, etc., available through State contracts.

Other Contractual Services (excluding Maintenance Agreements and Data Processing)
Requests totaling up to $5,000 should be accompanied by at least two (2) bid quotes (solicited by the requesting department). The requesting department must submit quotation documents indicating bidder's name, address, telephone number, and bid quote. Processing time is approximately eight (8) working days subsequent to receipt of documents, depending on the availability of the item or service.

All procurements reasonably expected to be greater than $5,000 must be processed by the Procurement Department. Purchases in excess of $5,000 to $25,000 must be posted on the bid board up to 10 days. Requestors are required to provide specifications or scope of service depending on the type of item or service. Therefore, it is very important that a great deal of care be taken in the development of specifications or scope of service to ensure that the requestor obtains the level of service or product quality that is desired. These purchases require 10 working days to process.

Purchases in excess of $25,000 must be published in the Contract Weekly for at least 20 days. Requestors must provide very comprehensive specifications or scope of service to ensure that the desired product or service is procured. These purchases require at least 45 to 60 working days to process.

Data Processing
Data processing equipment and services are usually available through State contracts. A bid quote is not required for State contract supplies and services. Request for materials that are not handled through State contract will follow above guidelines.

Maintenance Agreements
A bid quote is not required for maintenance agreements, if only one source exists which meets the requirements as related to the comparability of the equipment or service for existing equipment.

Sole Source Procurement
A Sole Source Determination Form must be submitted with the BB-4 or requisition explaining the reason why the purchase is a sole source request. The Procurement Department will evaluate and respond expeditiously.

Emergency Procurement
Emergencies are considered when unforeseen circumstances arise. An Emergency Justification Form must be submitted with a BB-4 or requisition explaining the reason for the emergency request. The Procurement Department will evaluate and respond expeditiously.

Additional Procurement Procedure Information

1. If feasible, when contracting for services, a standard form contract should be utilized. If this is not practical, the requestor shall develop an appropriate contract in consultation with the University's General Counsel's Office through the respective Vice President's Office. The contract should be approved for legal form and sufficiency prior to the bidding of services. Delay in the development of a legally sufficient contract will delay procurement of services.
2. All food service requests must be coordinated though the University's Events Office (See Catering Services Section).

Property Control
The Inventory Control Department is responsible for the tagging and accounting of University property. Each department has an assigned property and accountability officer who is responsible for fixed asset accountability. All University employees must report the following through their appropriate departmental property officer:

1. Missing or stolen property (in addition to notifying the University Police Department)
2. Transfer of property
3. Request for disposal

The Inventory Control Department can advise you of your area's property officer.

Moving Services
The Inventory Control Department also coordinates service assistance for the movement of State property. Such service is available subject to the completion and delivery of Form MSU 103. Information concerning moving assistance can be obtained by calling the department.

Off Campus Pass
Permission to take University property off campus is generally limited to faculty and staff for use only on official University business. Personal use of University property is prohibited. University faculty and staff must request an Off Campus Property Pass from the Inventory Control Department and obtain the required signatures and approvals prior to removing the property off campus. All requests for Off Campus Property Passes must be approved by your Divisional Vice President. The following signatures and approvals are required prior to removing the property off campus: (1) Requestor, (2) Accountable Officer, (3) Departmental Property Officer, (4) Department Director/Dean, (5) Approval - Vice President, (6) Director of Procurement & Property Control and (7) Inventory Control Manager.

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