Under $50,000
The procurement process can evaluate and establish that the prices negotiated for goods and services meet the standard of being "fair and reasonable." This approach ensures that the university obtains value for its purchases and adheres to best practices in procurement.
Purchase Requisition Threshold: Purchase requisitions under $50,000.00 (exclusive of sales tax) are subject to specific procurement rules and standards.
Fair and Reasonable Standards: If a purchase requisition is determined to have met fair and reasonable standards, it may be processed without the need for a formal bid activity. This allows for a more streamlined procurement process for lower-dollar purchases.
Buyer's Judgment: The assigned Buyer has the discretion to obtain additional price quotes. This step helps ensure that the university is receiving the best value for its purchases and that prices are fair and reasonable.
By following these guidelines, the university can strike a balance between efficiency and cost-effectiveness in its procurement processes, ultimately benefiting both the institution and its suppliers.
For this purchase level, the Buyer would employ any of the following pricing principles:
Catalog or Market Price: The price offered is supported by an established and verifiable catalog or market pricing medium issued by a responsible supplier. Additionally, the pricing structure provided is one that a prudent Buyer would consider reasonable and reflective of existing market value. This method relies on industry standards and market prices as benchmarks.
Historical Pricing: A buyer can demonstrate that prices for similar acquisitions in the past 18 months have been at a certain level. This historical data provides evidence that the current price obtained is fair and reasonable based on previous transactions for similar items.
Controlled Pricing: In some cases, pricing may be determined by laws or regulations that set specific price points. In such instances, compliance with these established pricing controls ensures that the price offered is fair and reasonable.
Between $50,000 & $100,000 - Goods & Services
Between $50,000 and $500,000 - Information Technology Resources (ITR) Goods and Services including IT Consulting
It's important to specify the procurement procedures for requisitions falling within certain dollar thresholds. Here's a summary of the procedures for requisitions with amounts between $50,000 and $100,000 (for goods and services) or between $50,000 and $500,000 (for Information Technology Resources or IT Consulting):
Non-Advertised, Informal Competition: Requisitions falling within the specified dollar ranges require non-advertised, informal competition. In this process, responses must be obtained from a minimum of three suppliers to promote competition and obtain competitive pricing.
Buyer's Role: A Buyer from the Procurement and Contracts Department will be responsible for determining the most suitable solicitation method for procurement. They will also collaborate with the requesting department to develop specifications and/or a scope of work, if necessary.
Obtaining and Evaluating Quotations: The process of obtaining and evaluating quotations is limited to Procurement and Contracts staff only. This ensures that all suppliers receive consistent information, including terms and conditions, and that their responses are evaluated on an equal basis.
Requests for exceptions to competition are evaluated based on CSU Policy: CSU Contract and Procurement Policy: Limits on Competition (Section II. E)
Over $100,000 - Goods and Services
Over $500,000 - ITR Goods and Services including IT Consulting
Formal, Advertised Bids: Requisitions with values exceeding the specified thresholds require formal, written bids that are advertised in the California State Contracts Register and PlanetBids. This formal bidding process ensures transparency and competition.
Buyer's Role: A Buyer from the Procurement and Contracts department will collaborate with the requesting department to develop specifications and/or a scope of work if necessary. They will also obtain quotations as part of the formal bid process.
Limitation to Procurement and Contracts Staff: The issuance and evaluation of bids are limited to Procurement and Contracts staff. This limitation ensures that all suppliers receive the same information, including terms and conditions, and that responses are evaluated on an equal basis.
Evaluation Team: In some cases, an evaluation team may be assembled, and the Buyer may participate on the team. All team members are required to complete and submit a Conflict of Interest and Confidentiality Statement before reviewing any bid responses. This helps maintain impartiality and integrity in the evaluation process.
Requests for exceptions to competition are evaluated based on CSU Policy: CSU Contract and Procurement Policy: Limits on Competition (Section II. E)
Acquisitions Less than $250,000 from California Certified Small Business or Disabled Veteran-Owned Business Enterprise (DVBE)
California State University, San Bernardino supports small businesses and DVBEs for acquisitions under $250,000. This promotes diversity in procurement, maintains compliance with Government Code Section 14838.5, and allows awards to Certified Small Businesses or DVBEs. Procurement and Contracts obtains price quotations from either two or more Certified Small Businesses or two or more DVBEs. Shipping charges are included, and sales tax is excluded in the competition thresholds.