Table 1. Required Methods for Procurement
Table 1. Required Methods for Procurement
Goods
| Type of Procurement | Fiscal Year $ Limit | Competitive Bids/ Sourcing Requirement (see note 2) | Contract Requirement (PO required for all) (see note 1) |
|---|---|---|---|
| Purchased on Existing UMass, UPST-approved GPO, or OSD Contract | Any Amount | N/A | Purchase Order Linked to Existing Contract |
| Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract | Less than $10k | N/A (Best Over-all Value) | Purchase Order |
| Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract | Greater than or equal to $10k but less than $50k | Multiple (2-3) Quotes (Best Over-all Value) | Purchase Order |
| Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract | $50k & Over | Formal Bid by UPST (see note 1) | Purchase Order |
Services
| Type of Procurement | Fiscal Year $ Limit | Competitive Bids/ Sourcing Requirement | Contract Requirement (PO required for all) |
|---|---|---|---|
| Purchased on Existing UMass, UPST-approved GPO, or OSD Contract | Any Amount | N/A in most cases (contract must be applicable to services being procured-contact UPST for questions) | Purchase Order Linked to Existing Contract |
| Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract | Less than $50k | N/A (Best Over-all Value) | Purchase Order with attached Scope of Work Applicable UMass Purchase Agreement may be required (see note 2) |
| Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract | Greater than or equal to $50k but less than $100k | Formal Bid by UPST (see note 2) | Purchase Order with attached Scope of Work Applicable UMass Purchase Agreement may be required (see note 2) |
| Not purchased on Existing UMass, UPST-approved GPO, or OSD Contract | $100k & Over | Formal Bid by UPST (see note 2) | Applicable UMass Purchase Agreement |
| Entertainment Contracts (see note 4) | Less than $10k | N/A (Best Over-all Value) | Campus Entertainment Terms and Conditions |
| Equipment Rental/Lease/Purchase (not Real Property) not on Existing UMass Purchase Agreement | Less than $10k | N/A (Best Over-all Value) | Purchase Order Applicable UMass Purchase Agreement may be required |
| Equipment Rental/Lease/Purchase (not Real Property) not on Existing UMass Purchase Agreement | Greater than or equal to $10k but less than $50k | Multiple (2-3) Quotes (Best Over-all Value) | Applicable UMass Purchase Agreement (see note 3) |
| Equipment Rental/Lease/Purchase (not Real Property) not on Existing UMass Purchase Agreement | $50k & Over | Formal Bid by UPST (see note 2) | Applicable UMass Purchase Agreement (see note 3) |
Notes for Goods/Services Tables
- A No-Bid Justification is REQUIRED if a purchase does not comply with the Competitive Procurement criteria listed in the table above.
- Applicable UMass Purchase Agreement shall mean the UMass Contract for Services or Master Services Agreement, as defined in Article I, Section B(12) of the Administrative Standards for the Procurement Policy.
- UMass SVP for A&F Notification Required for Consultant Services over $300k.
- Entertainment/Artist Agreements: Contracts for the procurement of services by performers or artists for entertainment purposes, require the use of Campus Entertainment Terms and Conditions.
Information Technology (Hardware)
Information Technology (Hardware)
| Type of Procurement | Fiscal Year $ Limit | Competitive Bids/ Sourcing Requirement (see note 1) | Contract Requirement (PO required for all) (see note 1) |
|---|---|---|---|
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | Less than $300k | Any supplier on UPST VAR program | Purchase Order linked to Contract |
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | $300k & Over | Recommended multiple quotes from two or more supplier on UPST VAR program | Purchase Order linked to Contract |
| Not purchased through UPST VAR program, MHEC, or OSD Contract | Less than $10k | N/A (Best Over-all Value) | Purchase Order |
| Not purchased through UPST VAR program, MHEC, or OSD Contract | Greater than or equal to $10k but less than $50k | Multiple (2-3) Quotes (Best Over-all Value) | Purchase Order |
| Not purchased through UPST VAR program, MHEC, or OSD Contract | $50k & Over | Formal Bid by UPST | Purchase Order |
Information Technology (Software and/or SaaS)
| Type of Procurement | Data Questions | IT Security Review Required | Fiscal Year $ Limit | Competitive Bids/ Sourcing Requirement | Contract Requirement (PO required for all) |
|---|---|---|---|---|---|
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | No to All Data Questions | No | Less than $10k | Any supplier on UPST VAR program | Purchase Order linked to Contract |
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | No to All Data Questions | No | Greater than or equal to $10k but less than $100k | Recommended multiple quotes from two or more supplier on UPST VAR program | Purchase Order linked to Contract |
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | No to All Data Questions | No | $100k & Over | Recommended multiple quotes from two or more supplier on UPST VAR program | Purchase Order linked to Contract |
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | Yes to Any Data Questions | Yes | Less than $10k | N/A (Best Over-all Value) | Purchase Order linked to Contract (additional UMass Data Security Terms and Conditions may be required depending upon IT Security Review) |
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | Yes to Any Data Questions | Yes | Greater than or equal to $10k but less than $100k | Recommended multiple quotes from two or more supplier on UPST VAR program | Purchase Order linked to Contract (additional UMass Data Security Terms and Conditions may be required depending upon IT Security Review) |
| Purchased through UPST VAR program, MHEC, or OSD Contract (“Contract”) | Yes to Any Data Questions | Yes | $100k & Over | Recommended multiple quotes from two or more supplier on UPST VAR program | Purchase Order linked to Contract (additional UMass Data Security Terms and Conditions may be required depending upon IT Security Review) |
| Not purchased through UPST VAR program, MHEC, or OSD Contract | N/A | Yes | Less than $10k | N/A (Best Over-all Value) | Purchase Agreement required (additional UMass Data Security Terms and Conditions may be required depending upon IT Security Review) |
| Not purchased through UPST VAR program, MHEC, or OSD Contract | N/A | Yes | Greater than or equal to $10k but less than $50k | Multiple (2-3) Quotes (Best Over-all Value) | Purchase Agreement required (additional UMass Data Security Terms and Conditions may be required depending upon IT Security Review) |
| Not purchased through UPST VAR program, MHEC, or OSD Contract | N/A | Yes | $50k & Over | Formal Bid by UPST | Purchase Agreement required (additional UMass Data Security Terms and Conditions may be required depending upon IT Security Review) |
Notes for Information Technology Tables:
- A No-Bid Justification is REQUIRED if a purchase does not comply with the Competitive Procurement criteria listed in the table above.
- Please see the UMass Board of Trustees approved Procurement Policy for additional clarification.
Construction
(Note: Tradework needs must be confirmed with your campus Facilities Department.)
Construction
Note: Trade Work (see note 2) needs must be confirmed with your campus Facilities Dept
| Option | Fiscal Year $ Limit | Competitive Bids/ Sourcing Requirement | Contract Requirement (PO required for all) (see note 1) |
|---|---|---|---|
| N/A | Less than $10k (Combined cost of Labor and Materials) (see note 2) | N/A (Best Over-all Value) | Purchase Order Required with attached Scope of Work |
| 1 (see note 5) | Greater than $10k but less than $50k2 (Cost of Labor only) Using UMass Trades Contract (see note 2) | With a defined scope of work, solicit and receive quotes from at least two contracted suppliers (see note 3) | Purchase Order Required and Statement of Work (SOW) linked to existing UMass Trades Contract |
| 2 (see note 5) | Greater than $10k but less than $50k2 (Cost of Labor only) Using OSD Trades Contract (see note 2) | With a defined scope of work, solicit and receive quotes from at least two contracted suppliers (see note 3) | Purchase Order Required with Statement of Work (SOW) linked to existing OSD Trades Contract |
| 3 (see note 5) | Greater than $10k but less than $50k2 (Cost of Labor only) NOT Using UMass Trades or OSD Trades Contract (see note 2) | Use a written scope-of work statement to solicit written responses from no fewer than 3 persons who customarily perform such work and meet advertising and bonding requirements of applicable law (see notes 3 and 4) | Purchase Order Required and UMass Purchase Agreement/Contract Required and Prevailing Wage Sheet |
| N/A | $50k & Over | Formal Bid by UPST | Purchase Order Required and UMass Purchase Agreement/Contract Required |
Notes for Construction Table:
- Please see the UMass Board of Trustees approved Procurement Policy for additional clarification.
- Applies to any scope of work that is defined as "construction" by Chapter 149 - “construction, reconstruction, installation, demolition, maintenance or repair of any building by a public agency”
- Work on a single project using multiple trades contracts cannot exceed $150k
- For advertising requirements see this document on Mass.gov.
- Construction greater than $10k but less than $50k must use one of three options for procurement listed. Under MGL, only the cost of the labor is used to calculate the cost, but materials must be broken out separately. The total combined cost of any one project (including all trades work, even with multiple trades from different suppliers, and including materials) cannot be greater than $150k.