Doc. T92-031, Appendix A, as amended, Passed by the Board of Trustees June 3, 1992 Latest revision: December 15, 2021, I. Introduction, This Procurement Policy (Policy) governs the procurement of all Goods and Services by the University. In accordance with the provisions of Section 3 of Chapter 75 of the General Laws, as amended, all procurements by the University irrespective of the method of procurement or source of funds, shall be governed by this Policy subject to subsequent amendment, revision, or repeal, by the Board of…, II. The Standards, The President shall issue Administrative Standards for the Procurement Policy (Doc. T92-031) (Standards). The Senior Vice President for Administration & Finance and Treasurer shall recommend such Standards for the President’s action. Capitalized terms used herein, if not otherwise defined in this Policy, shall be defined as set forth in the Standards. The Senior Vice President for…, III. Policy Statement, A. Shared Services Procurement:, There shall be within the President’s Office a unified procurement organization, the Unified Procurement Services Team (UPST), which shall be responsible for, inter alia, the management of the procurement of Goods and Services and other related administrative functions as required by the Campuses and the University President’s Office. UPST will be led by a Chief Procurement Officer (CPO)., B. Competitive Procurement Practices:, The University shall procure all Goods and Services covered by this Policy at the best overall value to the University, consistent with the necessary specifications, quantities, quality, durability, availability, serviceability, and other factors affecting the use of the Good or Service by the University. In complying with this Policy, the cost of acquisition, as well as other factors (such as…, C. Delegations of Authority:, To the President, , with authority to re-delegate to the Senior Vice President for Administration & Finance and Treasurer, or any member of the President’s Office as the President may determine: Authority to require the campuses to utilize a system-wide or multi-campus procurement or existing contract for any purchase covered by this Policy. A Chancellor who believes such procurement would not be in the best…, To the President, , for President’s Office, multi-campus or system-wide procurements, and Campus-specific procurements with prior approval of the Campus, with authority to re-delegate to the Senior Vice President for Administration & Finance and Treasurer, and/or such other designees as the President shall determine: Authority to enter into and execute Purchase Agreements for Goods not otherwise delegated…, To the Chancellors, , for Campus procurements with authority to re-delegate to such University Personnel as the Chancellor may determine: Authority to enter into and execute Purchase Agreements for Goods not otherwise delegated pursuant to Article III (C)(3)(c-d). Authority to enter into and execute Purchase Agreements for Services not otherwise delegated pursuant to Article III (C)(3)(c-d). Authority to enter into…, To the General Counsel, , with authority to re-delegate to an attorney in the Office of the General Counsel as the General Counsel may determine, authority to enter into Legal Services agreements and agreements for any other services performed by external lawyers or law firms. Any retention or hiring of lawyers or law firms external to the University providing any legal or other advice or services to the University (and…, D. Legal Review:, The General Counsel, or an attorney in the Office of the General Counsel as the General Counsel may determine, shall review and determine legal acceptability of the following Purchase Agreements (including, but not limited to, multi-campus or system-wide procurements, entered into by the President’s Office or the Campuses) prior to execution as set forth in this Policy and the Standards. Review…
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(Doc. T92-031, Appendix A) (as of January 29, 2024)
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A. Applicability, These Standards set forth the processes and procedural rules that apply to all procurements governed by the University of Massachusetts Procurement Policy Doc. T92-031, as amended (“Policy”). All University employees, consultants, independent contractors, and agents responsible for procuring Goods and/or Services, expending funds for Goods and/or Services, or interacting with Contractors related…, B. Definitions, “Bank Card” shall mean the University authorized commercial credit card used as a payment method for those vendors that do not accept a Purchase Order, a mechanism for emergency purchases, and a payment method in lieu of employee Travel reimbursement. Bank Card use must comply with the UMass Bank Card Use Standard. “Campus” shall mean any of the individual campuses of the University of…
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A. Unified Procurement Services Team, The Unified Procurement Services Team (“UPST”) is established and under the direction of the Chief Procurement Officer and is responsible for the implementation of the Standards applicable to the University’s campuses and the President’s Office and shall manage and conduct purchasing activity as set forth herein. All decisions made by the Department with respect to Goods and/or Services,…, B. Other Group Purchasing Organizations (GPOs), University Personnel responsible for procurement and purchasing shall inform themselves of prices and specifications of items available through Group Purchasing Organizations (“GPO”), including but not limited to the Commonwealth of Massachusetts, Operational Services Division (“OSD”) and the Massachusetts Higher Education Consortium (“MHEC”). GPO contract price agreements may be utilized…, C. Contracting, Purchase Method Requirements, and Additional Approvals, The required methods for procurement are specified in Section III, set forth in Table 1. Certain Goods and/or Services have more restrictive requirements, controls, and approvals as set forth under Section II(C)(2) and Section II(D). Any purchase that includes multiple categories of items purchased shall be governed by the most restrictive requirements. Specific Approvals Required for Certain…, D. Real Property, Procurements involving Real Property shall always require a Real Property Agreement, and must comply with the Capital Planning, Land and Facilities Use Policy ( T93-122 , as amended).
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A. Definition, A Competitive Procurement shall include the consideration and evaluation of the Contractor’s abilities to provide the required goods or services at the best over-all value to the University consistent with the necessary specifications, quantities, quality, durability, availability, serviceability, and other factors affecting the use of the good or service by the University. The Competitive…, B. Requirements, A Competitive Procurement is required for purchases of any Goods and/or Services for which the Cost per year equals or exceeds ten thousand dollars ($10,000), except for those purchase transactions identified in Table 3 Exceptions to Competitive Procurement. The Chief Procurement Officer has the authority to waive the Competitive Procurement requirement in exigent circumstances that may include,…, C. Competitive Procurement Waiver, When a Competitive Procurement is required per the Policy or these Standards, a procurement without a RFX may be awarded subject to the approval of a written “No Bid Justification” by the Chief Procurement Officer of the University or designee. The No Bid Justification must include the benefits and circumstances for purchasing without Competitive Procurement, or the reasons why a Competitive…, D. Proof Concepts/Trials, Highly technical and complex purchases of equipment, software, and certain technical services may not be ideally suited for traditional RFXs or “paper based” evaluations; i.e., appropriate diligence and evaluation may require actual hands-on use, or for services, actual experience with the processing. Proof of concepts and trial agreements are agreements between the University and a Contractor to…
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A. The General Counsel, or an attorney in the Office of the General Counsel as the General Counsel may determine, shall review and determine legal acceptability of the following Purchase Agreements prior to execution as set forth in the Policy and as further set forth below. Review by the Office of the General Counsel under the Policy and these Standards is in addition to any other internal…
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The Chief Procurement Officer shall be consulted regarding any interpretation or application of the Policy or these Standards. The Chief Procurement Office shall consult with the Office of the General Counsel for further guidance if necessary or appropriate. Subjects of consultation may include, without limitation, review and advice for any aspect of procurement, including development of RFXs,…
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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…, 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…, 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…, 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…, 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…, 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 $…
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Type of Procurement Purchase Agreement Required Additional Approval Required Any purchase of Goods and/or Services where the Contractor has access to University Sensitive Data Purchase Order and Purchase Agreement (CFS) Data Management Agreement ( see note 2 ) Commodity Approver ( see note 1 ) Construction See Table 1 Commodity Approver ( see note 1 ) Furniture Purchase Order Commodity Approver…, Notes for Table 2:, Commodity Approval as defined by Campus May be required by Campus Commodity Approvers Purchase Agreement may be required if Contractor requires the acceptance of additional Contractor terms and conditions
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