Chapter 2 - Procurement Requirements and Thresholds

Those who procure on behalf of the university are charged with acquiring the best quality supplies, equipment and services at the lowest cost. To maintain economies of scale, it is necessary for the university to combine and compete like purchases. Procurement follows two distinct tracks depending on the funding source.

2.1 Procurement Threshold Matrix

The following matrix lists threshold values for purchases and the actions required based on the funding source. Additional information on the actions required for each threshold also follows. Regardless of funding source, the first stop for any purchase should be iBuy+, GW’s online procurement portal for goods, services and travel.

Sponsored Research Projects:

Each time goods are required, the approach below should be followed prior to acquiring goods under grants and contracts.

Each research project shall try to acquire their needed goods through resources and publications listed below in descending order of priority:

• Existing University inventories;
• Excess from federal agencies and other sources of surplus property; and
• Existing University and Enterprise-wide contracts

Process for Dollar Amount of Purchase by Funding Type	University Funds & Non-Federal Sponsored Projects	Federal Grants and Cooperative Agreements	Federal Contracts
Single Quote - Competition is encouraged but not required.	<$25,000 Required Documentation	<$10,000 Required Documentation	<$10,000 Required Documentation
Three written quotes by Procurement or Requestor Competition is required.	$25,000 – $249,999 Required Documentation	$10,000 - $249,999 Required Documentation	$10,000 - $249,999 Required Documentation
Formal Bid or RFP Process Competition is required.	$250,000 and above Required Documentation	$250,000 and above Required Documentation	$250,000 and above Required Documentation Due to public advertisement requirements, Procurement must handle solicitation process.

 

2.1.1 University Funds and Non-Federal Sponsored Projects less than $25,000

A single quote is required for purchases under $25,000 however competition is encouraged. Please check iBuy+ Goods and Services prior to engaging a new source of supply for a good or service that is currently under agreement with GW.  

Supporting documentation:

1. Purchase Order Process:

• A quote from the supplier, keeping in mind that competition is encouraged but not required.
• If a service is requested, please include a Scope of work (SOW) or Specifications in the absence of a quotation that will be incorporated as part of the PO to create a contract between GW and the company.   If assistance is needed in drafting these documents, please contact P2P for samples.  
• Payment will be processed via an invoice sent to University Payables at [email protected].

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website.

2.  P-Card Payment Process:

• If you would like to pay for a contract via a P-Card, please submit the contract via the Gatekeeper portal.  , the University’s Contract Management System for review and execution in advance of the service/event commencement. Submit the contract with the appropriate supporting documentation and the information requested here.  P2P will review and route the document for experts (e.g. legal and risk review etc.) if necessary.  Once we have executed the agreement, you are able to use your p-card for payment.  No WCF Form is needed. 
• Do not pay for services from international individuals on a p-card.

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

2.1.2 University Funds and Non-Federal Sponsored Projects $25,000 to $249,999

Purchases for services, supplies, and equipment for any item or group of similar items between $25,000 and $249,999 from GW or non-federal sponsored research funds follow the procedures as outlined below. Purchases must not be split to avoid this threshold.

When using non-federal sponsored project funding or GW funds and if the procurement process is handled by the requesting department, a Supplier Selection Memo (SSM) must be attached to the requisition documenting the process followed leading to the award.

If P2P is handling the solicitation, the requisition must give clear, precise direction and specifications to the Buyer. P2P is happy to facilitate the solicitation process on behalf of the requesting department.

Sole-Source or non-competitive awards are procurements through the solicitation of a proposal from only one source.  If an award is to be made from a single quote or proposal at this dollar level, A Supplier Selection Memo (SSM) that substantiates the sole-source decision must be completed and provided.

The above required information should be attached to a requisition within EAS (Oracle R12) and be forwarded to P2P for further action.  Once received, a buyer will contact you with a timeline for the procurement to occur.

Supporting documentation:

1.  Purchase Order Process:

• A list of suggested suppliers, keeping in mind that competition is required.
• If a service is requested, please include a Scope of work (SOW) or Specifications in the absence of a quotation that will be incorporated as part of the PO to create a contract between GW and the company.   If assistance is needed in drafting these documents, please contact P2P for samples.  
• Payment will be processed via an invoice sent to University Payables at [email protected].

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website. 

2. P-Card Payment Process:

• If a P-Card payment method has been approved to settle a contract payment, please submit the contract via Gatekeeper, the University’s Contract Management System for review and execution in advance of the service/event commencement. Submit the contract with the appropriate supporting documentation and the information requested here.  P2P will review and route the document for experts (e.g. legal and risk review etc.) if necessary.  Once we have executed the agreement, the approved p-card may be used to make the payment. 
• Do not pay for services from international individuals on a p-card.
• Any request to pay a transaction amount in excess of $25,000 by p-card will require approval from the AVP of Procure-to-Pay or their designee for the card single limit transaction increase.

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

2.1.3 University Funds and Non-Federal Sponsored Projects $250,000 and Above

A purchase for services, supplies, and equipment for any item or group of similar items over $250,000 should be processed as a formal solicitation in the form of an Invitation to Bid (Bid) or Request for Proposals (RFP).

Sole-Source or non-competitive awards are procurements through the solicitation of a proposal from only one source. If an award is to be made from a single quote or proposal at this dollar level, A Supplier Selection Memo must be completed. 

Sealed Bid(s)/RFP(s) shall be received until the date and time indicated in the document for the return of that Bid(s)/RFP(s). Any Bid(s)/RFP(s) received after the designated time shall neither be accepted nor considered for evaluation, recommendation and award. 

Once a request for Bid(s)/RFP(s) is released, the university is under a “code of silence.” Individuals should not discuss the requirements of the solicitation or in any way offer additional information to suppliers outside of a formal addendum to the solicitation documents. If a supplier contacts a school/department directly, that potential supplier should be referred to the appropriate representative issuing the solicitation. No verbal or written information obtained other than by the Bid/RFP documents or by an addendum to the Bid/RFP is binding on the university. 

Unless otherwise noted in the Special Conditions section of a Bid/RFP, responses received to Bids/RFPs shall not be publicly opened. Bids/RFPs will then be evaluated, tabulated, and an award recommendation made. A supplier may not proceed with filling the requirement of the Bid/RFP until a contract has been executed or a Purchase Order released to the supplier.

Procurements of goods and services over $10,000,000 will be subject to the Major Procurement Review process found in Section 2.3.

Supporting documentation:

1.  Purchase Order Process:

• A list of suggested suppliers, keeping in mind that competition is required.
• If a service is requested, please include a Scope of work (SOW) or Specifications If assistance is needed in drafting these documents, please contact P2P for samples.  
• Payment will be processed via an invoice sent to University Payables at [email protected].

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website. 

2.  P-Card Payment Process:

• If a P-Card payment method has been approved to settle a contract payment, please submit the contract via Gatekeeper, the University’s Contract Management System for review and execution in advance of the service/event commencement. Submit the contract with the appropriate supporting documentation and the information requested here.  P2P will review and route the document for experts (e.g. legal and risk review etc.) if necessary.  Once we have executed the agreement, the approved p-card may be used to make the payment. 
• Do not pay for services from international individuals on a p-card.
• Any request to pay a transaction amount in excess of $25,000 by p-card will require approval from the AVP of Procure-to-Pay or their designee for the card single limit transaction increase.

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

 2.1.4 Federal Grants and Cooperative Agreements less than $10,000

A single quote is required for purchases under $10,000 however competition is encouraged. 

Please check iBuy+ Goods and Services prior to engaging a new source of supply for a good or service that is currently under agreement with GW. 

 Supporting documentation:

1.  Purchase Order Process:

• A quote from the supplier, keeping in mind that competition is encouraged but not required.
• If a service is requested, please include a Scope of work (SOW) or Specifications in the absence of a quotation that will be incorporated as part of the PO to create a contract between GW and the company.  P2P for samples.  
• Payment will be processed via an invoice sent to University Payables at [email protected].

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website.  

2.  P-Card Payment Process:

• If a P-Card payment method has been approved to settle a contract payment, please submit the contract via Gatekeeper, the University’s Contract Management System for review and execution in advance of the service/event commencement. Submit the contract with the appropriate supporting documentation and the information requested here.  P2P will review and route the document for experts (e.g. legal and risk review etc.) if necessary.  Once we have executed the agreement, the approved p-card may be used to make the payment. 
• Do not pay for services from international individuals on a p-card.
• Any request to pay a transaction amount in excess of $25,000 by p-card will require approval from the AVP of Procure-to-Pay or their designee for the card single limit transaction increase.

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

2.1.5 Federal Grants and Cooperative Agreements $10,000 to $249,999

Purchases for services, supplies, and equipment for any item or group of similar items between $10,000 and $249,999 from federally sponsored grants and cooperative agreements follow the procedure below. Purchases must not be split to avoid this threshold.

Three written quotes are required to demonstrate competition.  If the procurement process is handled by the requesting department, a Supplier Selection Memo must be attached to the requisition documenting the process followed leading to the award.

If Procure-to-Pay is handling the solicitation, the requisition must give clear, precise direction and specifications to the Buyer. P2P is happy to facilitate the solicitation process on behalf of the requesting department.

Sole-Source or non-competitive awards are procurements through the solicitation of a proposal from only one source.  If an award is to be made from a single quote or proposal at this dollar level, A Supplier Selection Memo that substantiates the sole-source decision must be completed along with a requirements document and/or Scope of Work.

Under Uniform Guidance, non-competitive awards may be used when one or more of the following circumstances apply:

• The item is available only from a single source (this must be verifiable);
• The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
• The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity; or
• After solicitation of several sources, competition is determined inadequate

The above required information should be attached to a requisition within EAS (Oracle) and be forwarded it to P2P for further action.  Once received, a Buyer will contact you with a timeline for the procurement to occur.

Supporting documentation:

1.  Purchase Order Process:

• Written quotes from a minimum of three suppliers, keeping in mind that competition is required.
• If a service is requested, please include a Scope of work (SOW) or Specifications in the absence of a quotation that will be incorporated as part of the PO to create a contract between GW and the company.   If assistance is needed in drafting these documents, please contact P2P for samples. 
• Payment will be processed via an invoice sent to University Payables at [email protected].

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website. 

2.  P-Card Payment Process:

• If a P-Card payment method has been approved to settle a contract payment, please submit the contract via Gatekeeper, the University’s Contract Management System for review and execution in advance of the service/event commencement. Submit the contract with the appropriate supporting documentation and the information requested here.  P2P will review and route the document for experts (e.g. legal and risk review etc.) if necessary.  Once we have executed the agreement, the approved p-card may be used to make the payment. 
• Do not pay for services from international individuals on a p-card.
• Any request to pay a transaction amount in excess of $25,000 by p-card will require approval from the AVP of Procure-to-Pay or their designee for the card single limit transaction increase.

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

2.1.6 Federal Grants and Cooperative Agreements $250,000 and Above

A purchase for services, supplies, and equipment for any item or group of similar items over $250,000 should be processed as a formal solicitation in the form of an Invitation to Bid (Bid) or Request for Proposals (RFP) and handled by Procurement.  Public advertisement of the opportunity is required.

Under Uniform Guidance, non-competitive awards may be used when one or more of the following circumstances apply:

1. The item is available only from a single source (this must be verifiable);
2. The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation;
3. The Federal awarding agency or pass-through entity expressly authorizes noncompetitive proposals in response to a written request from the non-Federal entity; or
4. After solicitation of a number of sources, competition is determined inadequate

Requests for sole source approval must be made to the Sponsor's Grants Officer and not to the Program Officer.

When publicly advertised, Sealed Bid(s)/RFP(s) shall be received until the date and time indicated in the document for the return of Bids/Proposals. Any Bid/Proposal received after the designated time shall neither be accepted nor considered for evaluation, recommendation and award. 

Once a request for Bid/RFP is released, GW is under a “cone of silence.” Individuals should not discuss the requirements of the solicitation or in any way offer additional information to suppliers outside of a formal addendum to the solicitation documents. If a supplier contacts a department directly, that potential supplier should be referred to the appropriate representative issuing the solicitation. No verbal or written information obtained other than by the Bid/RFP documents or by an addendum to the Bid/RFP is binding on GW. 

Unless otherwise noted in the Special Conditions section of a Bid/RFP, responses received to Bids/RFPs shall not be publicly opened. Bids/RFPs will then be evaluated, tabulated, and an award recommendation made. A supplier may not proceed with filling the requirement of the Bid/RFP until a contract has been executed or a Purchase Order released to the supplier.

Supporting documentation:

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website.  

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

If you have questions on how to proceed with your procurement, please call 202-994-2500 and ask for a procurement representative.

2.1.7 Federal Contracts less than $10,000

A single quote is required for purchases under $10,000 however competition is encouraged.

Please check iBuy+ Goods and Services prior to engaging a new source of supply for a good or service that is currently under agreement with GW. 

Supporting documentation:

1.  Purchase Order Process:

• A quote from the supplier, keeping in mind that competition is encouraged but not required.
• If a service is requested, please include a Scope of work (SOW) or Specifications in the absence of a quotation that will be incorporated as part of the PO to create a contract between GW and the company.   If assistance is needed in drafting these documents, please contact P2P for samples. 
• Payment will be processed via an invoice sent to University Payables via [email protected].

If a new supplier is being used, they must register in iSupply prior to engaging in work for GW.  If the supplier providing the service is an individual, first check the Worker Classification Form (WCF) Exemptions here.  If the service being provided is not listed, please complete a WCF and send it to the Tax Department for review.

If the work being performed by an individual is being done outside of the United States, please complete an International Engagement Form.  Guidelines for the use of this form are provided on the Tax website.  

For questions, please call 202-994-2500 or email [email protected] for assistance with your purchase.

2.1.8 Federal Contracts $10,000 to $249,999

Purchases for services, supplies, and equipment for any item or group of similar items between $10,000 and $249,999 from federal contracts follow the procedure below. Purchases must not be split to avoid this threshold.

Three written quotes are required to demonstrate competition.  If the procurement process is handled by the requesting department, a Justification and Approval (J&A) Form must be attached to the requisition documenting the process followed leading to the award.

If Procurement is handling the solicitation, a requisition in the budgeted amount of the contract, along with a completed Requirements Document and a list of suggested sources (if known) should be sent to Procurement via EAS.

Sole-Source or non-competitive awards are procurements through the solicitation of a proposal from only one source. 

In accordance with the FAR, Section 6.1, Contracts may be awarded under Other than Full and Open Competition when one or more of the following circumstances apply:

1. When the supplies or services required are available from only one responsible source, (6.302-1)
2. Unusual and Compelling Urgency (6.302-2)
3. Industrial Mobilization; Engineering, Developmental, or Research Capability; or Expert Services  (6.302-3)
4. International Agreement (6.302-4)
5. Authorized or Required by Statute (6.302-5)
6. National Security (6.302-6)
7. Public Interest (6.302-7)

 If an award is to be made from a single quote or proposal at this dollar level, a Justification and Approval (J&A) Form must be completed along with a Requirements Document and/or Scope of Work. 

Irrespective of the process followed, the above required information should be attached to a requisition within EAS (Oracle R12) and be forwarded it to P2P for further action.  Once received, a Buyer will contact you with a timeline for the procurement to occur.

2.1.9 Federal Contracts $250,000 and above

A purchase for services, supplies, and equipment for any item or group of similar items over $250,000 against a Federal Contract should be processed as a formal solicitation in the form of an Invitation to Bid (Bid) or Request for Proposals (RFP).  Public advertisement is required by the Federal Acquisition Regulations (FAR), as such Procurement must handle the solicitation. In order to begin this process, a requisition in the budgeted amount of the contract, along with a completed Requirements Document and a list of suggested sources (if known) should be sent to Procurement.

Sole-Source or non-competitive awards are procurements through the solicitation of a proposal from only one source.  

In accordance with the FAR, Section 6.1, Contracts may be awarded under Other than Full and Open Competition when one or more of the following circumstances apply:

1. When the supplies or services required are available from only one responsible source, (6.302-1)
2. Unusual and Compelling Urgency (6.302-2)
3. Industrial Mobilization; Engineering, Developmental, or Research Capability; or Expert Services (6.302-3)
4. International Agreement (6.302-4)
5. Authorized or Required by Statute (6.302-5)
6. National Security (6.302-6)
7. Public Interest (6.302-7)

If an award is to be made from a single quote or proposal at this dollar level, a Justification and Approval (J&A) Form must be completed along with a requirements document and/or Scope of Work.

When publicly advertised, Sealed Bid(s)/RFP(s) shall be received until the date and time indicated in the document for the return of Bids/Proposals. Any Bid/Proposal received after the designated time shall neither be accepted nor considered for evaluation, recommendation and award. 

Once a request for Bid/RFP is released, GW is under a “cone of silence.” Individuals should not discuss the requirements of the solicitation or in any way offer additional information to suppliers outside of a formal addendum to the solicitation documents. If a supplier contacts a department directly, that potential supplier should be referred to the appropriate representative issuing the solicitation. No verbal or written information obtained other than by the Bid/RFP documents or by an addendum to the Bid/RFP is binding on GW. 

Unless otherwise noted in the Special Conditions section of a Bid/RFP, responses received to Bids/RFPs shall not be publicly opened. Bids/RFPs will then be evaluated, tabulated, and an award recommendation made. A supplier may not proceed with filling the requirement of the Bid/RFP until a contract has been executed or a Purchase Order released to the supplier.

See Chapter 5 on Methods of Procurement for further information on Bids and RFPs and their associated procedures.

Irrespective of the process followed, the above required information should be attached to a requisition within EAS (Oracle R12) and be forwarded it to Procurement for further action.  Once received, a Buyer will contact you with a timeline for the procurement to occur.

Sealed Bid(s)/RFP(s) shall be received until the date and time indicated in the document for the return of that Bid(s)/RFP(s). Any Bid(s)/RFP(s) received after the designated time shall neither be accepted nor considered for evaluation, recommendation and award. See section 5.4 for definition of sealed bid and section 5.5 for definition of RFP and their associated procedures.

Once a request for Bid(s)/RFP(s) is released, GW is under a “cone of silence.” Individuals should not discuss the requirements of the solicitation or in any way offer additional information to suppliers outside of a formal addendum to the solicitation documents. If a supplier contacts a department directly, that potential supplier should be referred to the appropriate representative issuing the solicitation. No verbal or written information obtained other than by the Bid/RFP documents or by an addendum to the Bid/RFP is binding on GW. 

Unless otherwise noted in the Special Conditions section of a Bid/RFP, responses received to Bids/RFPs shall not be publicly opened. Bids/RFPs will then be evaluated, tabulated, and an award recommendation made.

A supplier may not proceed with filling the requirements of the Bid/RFP until a contract has been executed or a Purchase Order released to the supplier.

2.2 Purchases Exempt from Competitive Process

There are a number of purchases that are exempt from competitive source selection and may be paid through a Payment Request through Concur Invoice directly or by using a P-card. POs are not required for payment but may be created upon request.

Please visit the P2P website at www.procurement.gwu.edu for the most current list of competitive exemptions.