The university’s interests are best served when individual
departments and centers choose the specific products and services to be
used, while University Purchasing secures competitive quotes and
ultimately selects the most appropriate vendor.
University Purchasing is responsible for soliciting written quotes
and proposals based on requests provided by individual departments. In
the event that departments have secured the necessary quotes
themselves, this supporting documentation should be attached to the
purchase requisition form or scanned and sent electronically via the
eProcurement system to University Purchasing for review. University
Purchasing may secure additional quotes if deemed in the best interest
of the university.
In selecting the vendor, the department’s product quality and
delivery time requirements will be considered in conjunction with the
The main methods for requisitions are the Non-Standard Requisition
form, the OIIT Request form, the NSU blank Purchase Order template
form, and the Ariba electronic Purchase Requisition.
Once filled out by the end-user department, the purchase requisition
form with the appropriate approval signatures, as well as supporting
documentation such as quotes, specifications, and other attachments,
will be forwarded to University Purchasing for review.
The Budget Office will verify budget availability, budget approval
signature requirements, and encumber the required funds. The Accounts
Payable office will verify status to meet IRS compliance requirements.
Orders from vendors requiring pre-payment shall be processed via a
Purchase Order form with a notation requesting pre-payment. In these
instances, the pre-paid check will be forwarded directly to the vendor
by Accounts Payable.
Check requests are not to be used to pay invoices for supplies and
equipment. These purchases are required to be made via Purchase
Orders.in accordance with the Purchasing matrix by expense code.
Selecting the Product or Service to be Purchased
Each NSU department will determine the specific type of equipment
and supplies required for normal operation within its given budget
allocation. University Purchasing can assist the department in
identifying the appropriate item(s). Once all items identified, the
department will forward a completed Non-Standard Requisition form, OIIT
Request form, Purchase Order form, or the electronic Purchase
Requisition via the eProcurement system to University Purchasing for
prompt processing. Advance planning is a critical success factor in the
procurement process. Sufficient advance notice must be given to allow
University Purchasing to obtain the necessary quotes and to plan for
the anticipated delivery lead time. Purchases made in a rush often
result in a combination of poor quality and higher prices and therefore
must be avoided. Departments are encouraged to contact University
Purchasing well in advance for major projects or technically complex
needs to plan for the acquisition of equipment and supplies.
Sole Source Items
In instances where required items are of a highly specialized or
technical nature, and therefore not available from multiple sources,
the requesting department will attach a completed Sole Source Form to
the Purchase requisition for University Purchasing review.
University Purchasing will authorize emergency purchases during
circumstances beyond the university’s control involving health, public
safety, imminent loss or injury, or where an immediate action would
reduce more extensive repairs later.
In such an event, University Purchasing will undertake to process
the order as expediently as possible. As dictated by the urgency or
complexity of the purchase, University Purchasing will either assign a
Purchase Order number to the department or place the order directly with
Purchases for Goods and Services Up to $5000
Orders with an aggregate value of $5000 or less shall be processed in the following manner:
- Departmental end-users will forward Non-Standard
Requisition forms, Purchase Order forms, or electronic Purchase
Requisitions via the eProcurement system to University Purchasing
for proper sourcing and acquisition.
Purchases for Goods and Services Between $5,000 and $25,000
- University Purchasing is responsible for administering a fair
and competitive quote process to obtain products and services at the
lowest possible cost.
- Purchases with a total value of $5,000 or more must be competitively quoted by University Purchasing.
- University Purchasing is responsible for issuing requests for
quotation to multiple vendors and secure their responses in writing.
- University Purchasing will solicit input from the requesting
department to properly identify the required items; assist in the
selection of potential vendors; and to participate in the evaluation of
the responses to the quote.
- If the requested materials or services can only be obtained from
a sole source vendor, please attach the sole source form when
forwarding the purchase order to University Purchasing. Note: University
Purchasing is authorized to secure more than one quote for purchases
under $5,000 if it is determined that the university will benefit from
potential cost savings.
Contracts to be Reviewed by University Legal Counsel
- All leases, contracts, and agreements for facilities, goods for
services that either (i) have a monetary obligation in excess of
$15,000, (ii) are for a term of more than one (1) year, or (iii) contain
provisions relating to liability, default, indemnification or
insurance, must be approved by NSU’s counsel and signed by the President
or the Executive Vice President for Administration. (With respect to
the Health Professions Division, affiliation agreements for placement of
its students must be approved by the Chancellor of HPD). Insurance
requirements are to handled by the Risk Management Office
Purchases for Goods and Services from $25,000 to $250,000
- A Request for Proposal (RFP) will be prepared by University
Purchasing with the assistance of the requesting department. RFP’s will
then be distributed to an appropriate selection of suitable vendors.
- University Purchasing has prepared standard RFP formats and will
promptly advise departmental end-users how to make modifications for
their specific needs.
- Departmental end-users and University Purchasing will jointly
analyze written quotations from vendors and prepare final
- The Executive Vice-President of Administration and/or Associate Vice President of Business Services shall grant final approval.
Purchases for Goods and Services in Excess of $250,000
- The procedures for goods and services between $25,000 and $250,000 shall be followed.
- Finance Committee shall grant approval.
Purchases with Special Requirements
- Computers, Computer Equipment, and Audio-Visual Equipment
The office of the Vice President for Innovation and Information
Technology (OIIT) must approve, in writing, all purchases for desktop
computers, servers, workstations, systems, printers, peripherals, and
software. All audio-visual equipment such as overhead projectors, video
projectors, screens, sound systems, and video-conferencing systems must
also be approved by OIIT in writing. All requests for computer and
related equipment, software, and audio-visual products must be submitted
on an OIIT Technology Request for Purchase Form. Once the equipment
request is approved, OIIT will forward the necessary information to
University Purchasing for prompt processing.
- Purchases Using Grants and Contracts Funds
Principal investigators (PI) and project directors (PD) are
required to approve all requisitions for products and services. In
addition, approvals from the appropriate department heads and
center/college deans must also be secured. The Purchase Order is then
forwarded to the Office of Grants and Contracts (OGC) for review of
compliance according to governmental and agency guidelines. Once
approved, the Purchase Order is to be forwarded to University Purchasing
for prompt processing.
- Vehicles (Purchases)
All requests for vehicle purchases shall be competitively bid by
University Purchasing and evaluated for leasing as an alternate
acquisition method. The University’s Fleet Department under the
supervision of Facilities Management shall consult with the Fleet
Management contract vendor to provide a comparable quote. It will be up
to the Finance Department to advise on lease versus purchase decisions.
Goods and Services not Subject to University Purchasing Review
The following commodities and professional services may require the
review and approval from specific University departments other than or
in addition to University Purchasing:
|Architectural & Engineering Services
||Contact Facilities Management
||Contact University Finance
||Contact Facilities Management
||Contact Office of Human Resources
||Contact Risk Management
Contact University Counsel
||Contact University Publications
||Contact Travel Office