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 requisition form either through Self-Service or Native Banner.
Once properly prepared and approved by department and divisional authorities, requisitions 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 (MBE) participation is encouraged. The following is a summary of State Regulations that must be followed with regard to all procurements.
Commodities Purchases (excluding Furniture)
Departments with Procurement Credit Cards are allowed to make purchases up to $5,000 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 the 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 ten days. Processing time requires ten working days.
Purchases in excess of $25,000 must be published on the E-Maryland Marketplace for at least 30 days. These purchases require at least 45 working days to process.
Commodities Purchases (Furniture)
Unless a waiver is provided, furniture must be procured from one of the following sources: Maryland Correctional Enterprises (MCE), Maryland Works Inc., or Blind Industries and Services of Maryland. These three vendors maintain first right of refusal. If they cannot provide the service a waiver is to be obtained. Waiver requests must be submitted (in narrative form) along the requisition explaining the reason for the waiver. The Procurement Department will evaluate along with the previously mentioned suppliers 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 on E-Maryland Marketplace for at least 30 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 equipment and services are usually available through State contracts. A bid quote is not required for State contract supplies and services. Requests for materials that are not handled through State contracts will follow above guidelines.
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 requisition explaining the reason why the purchase is a sole source request. The Procurement Department will evaluate and respond expeditiously.
Emergencies are considered when unforeseen circumstances arise. An Emergency Justification Form must be submitted with a requisition explaining the reason for the emergency request. The Procurement Department will evaluate and respond expeditiously.
Additional Procurement Procedure Information
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 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.
All food service requests must be coordinated through the University’s Event Office (See Catering Services Section).