Procurement Policies and Procedures

Procurement Policies and Procedures

For the university to maintain its financial integrity, it is imperative that it continually strive to ensure all purchases are cost-effective in every area of campus.  The Procurement Office mission supports this financial integrity by maximizing value, maintaining appropriate service levels and garnering cost savings across the university.  In order to attain these results, products that the university purchases or takes title to as well as services to be performed in the university’s name should be requested, authorized, received and paid in accordance with stated university policies and procedures.Commitments for goods or services for which Seattle University is financially responsible must be authorized through university procedures prior to commitment.  Individuals making unauthorized commitments or purchases are at risk for personal liability for any incurred expense.

Procurement Policy Statement

Policy on Supplier Diversity

RFP and RFI Process

Anti-Sweatshop Policy

Environmental Purchasing Guidelines


Expenditure Authority

To ensure a consistent approach in reviewing both budget and appropriateness of purchase, the following are the expenditure authorization approval levels:

Expenditure Level
Activity Manager
Under $5,000
Reporting Unit Head (Dept. Chair/Director/Supervisor)
$5,000 to $20,000
Head of School/College/Major Area (Dean/AVP/Assoc. Provost/Univ. Librarian)
$20,000 to $50,000
Division (VP/CIO)
$50,000 to $100,000
Senior Executive (CFO/EVP/Provost)
$100,000 to $1,000,000
Over $1,000,000



To ensure that the University continues to obtain goods and services at the best value, the following methods of competitive bidding are required for all new contracts or non-contracted purchases. It is recommended to engage the Procurement Department early in the bidding process.  Grants have different competitive bidding levels than the ones described below.

Dollar Amount
Bidding Requirements Bidding Process
$0 - $3,000
Verbal Quote Required If pricing is considered reasonable, there is no requirement to solicit a competitive quote/proposal.
$3,001 - $25,000
A Written Quote Required A written quote is required as long as the pricing is considered reasonable. There is no requirement to solicit a competitive quote/proposal.
$25,001 - $50,000
2 Written Quotes Required (prefer 1 quote from a qualified DBE) Obtain a quote/proposal from at least 2 qualified sources for supplies or services. Include documentation from both sources with the requisition.
$50,001 - $150,000
3 Written Quotes Required (prefer 1 quote from a qualified DBE) Obtain a quote/proposal from at least 3 qualified sources for supplies or services. Include documentation from all sources with the requisition.
Over $150,000
RFP/RFQ Competitive Proposals (require 1 quote from a certified DBE) The University will evaluate the proposals received and award the contract to the responsible firm whose proposal is most advantageous to the program, with service levels, price and other factors considered.
Visit the Office of Sponsored Projects for information on grants.