Procurement Manual

Chapter 2 – Procurement Guidelines Matrix (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 Guidelines 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+, the university’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 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

<$3,500

Required Documentation

Three written quotes by Procurement or Requestor

Competition is required.

$25,000 – $249,999

Required Documentation

$10,000 - $249,999
 

Required Documentation

$3,500 - $149,999

Required Documentation

Formal Bid or RFP Process

Competition is required.

$250,000 and above

Required Documentation

$250,000 and above

Required Documentation

$150,000 and above

Due to public advertisement requirements, Procurement must handle solicitation process.

Required Documentation

 

2.2.1 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 GW 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 Procurement for samples. 
  • Payment will be processed via an invoice sent to AP.

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 P-Card, please forward a $0 requisition to Procurement utilizing the supplier number 449074 – GW Procurement for P-Card Contracts Only with the contract and information requested in item 1. Procurement will review and route the document for legal and risk review. Once we have executed the agreement, you are able to use your p-card for payment. No WCF form is needed.
  • A copy of the contract, invoice and receipt for payment should all be attached to the transaction in iBuy+ when reconciling the card charge. 
  • 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.

2.2.2 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 university 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 university funds and 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 Procurement is handling the solicitation, the requisition must give clear, precise direction and specifications to the Buyer. Procurement is happy to facilitate the solicitation process on behalf of the requesting school/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 must be completed. 

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 Procurement representative 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 Procurement for samples. 
  • Payment will be processed via an invoice sent to AP.

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 P-Card, please forward a $0 requisition to Procurement utilizing the supplier number 449074 – GW Procurement for P-Card Contracts Only with the contract and information requested in item 1. Procurement will review and route the document for legal and risk review. Once we have executed the agreement, you are able to use your p-card for payment. No WCF form is needed.
  • A copy of the contract, invoice and receipt for payment should all be attached to the transaction in iBuy+ when reconciling the card charge. 
  • 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.

2.2.3 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.

 2.2.4 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 GW 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 Procurement for samples. 
  • Payment will be processed via an invoice sent to AP.

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 P-Card, please forward a $0 requisition to Procurement utilizing the supplier number 449074 – GW Procurement for P-Card Contracts Only with the contract and information requested in item 1. Procurement will review and route the document for legal and risk review. Once we have executed the agreement, you are able to use your p-card for payment. No WCF form is needed.
  • A copy of the contract, invoice and receipt for payment should all be attached to the transaction in iBuy+ when reconciling the card charge. 
  • 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.

2.2.5 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 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 Procurement is handling the solicitation, the requisition must give clear, precise direction and specifications to the Buyer. Procurement is happy to facilitate the solicitation process on behalf of the requesting school/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 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 R12) and be forwarded it to Procurement for further action. Once received, a Procurement representative will contact you with a timeline for the procurement to occur.

Supporting documentation:

1. Purchase Order Process:

  • 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 Procurement for samples. 
  • Payment will be processed via an invoice sent to AP.

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 P-Card, please forward a $0 requisition to Procurement with the contract and information requested in item 1. Procurement will review and route the document for legal and risk review. Once we have executed the agreement, you are able to use your p-card for payment. No WCF form is needed.
  • A copy of the contract, invoice and receipt for payment should all be attached to the transaction in iBuy+ when reconciling the card charge. 
  • 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.

2.2.6 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). 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. See the Procurement Manual for further information on Bids and RFPs and their associated procedures.

Once a request for Bid/RFP 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.

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

2.2.7 Federal Contracts less than $3,500

A single quote is required for purchases under $3,500 however competition is encouraged.

Please check GW 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 Procurement for samples. 
  • Payment will be processed via an invoice sent to AP.

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 services contract via P-Card, please forward a $0 requisition to Procurement with the contract and information requested in item 1. Procurement will review and route the document for legal and risk review. Once we have executed the agreement, you are able to use your p-card for payment. No WCF form is needed.
  • A copy of the contract, invoice and receipt for payment should all be attached to the transaction in iBuy+ when reconciling the card charge. 
  • 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.

2.2.7 Federal Contracts $3,500 to $149,999

Purchases for services, supplies, and equipment for any item or group of similar items between $3,500 and $149,999 from federal contracts follow the procedure below. Purchases must not be split to avoid this threshold.

Three quotes are required to demonstrate competition. If the procurement process is handled by the requesting department, a Justification and Approval 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 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 Procurement for further action. Once received, a Procurement representative will contact you with a timeline for the procurement to occur.

2.2.7 Federal Contracts $150,000 and above

A purchase for services, supplies, and equipment for any item or group of similar items over $150,000 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 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, 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.

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 Procurement representative will contact you with a timeline for the procurement to occur.

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

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, 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 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 Form through University Payables directly or by using a P-card. POs are not required for payment but may be created upon request.

Please visit the Procurement website for the most current list of competitive exemptions.