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
Anti-Sweatshop Policy
Environmental Purchasing Guidelines

Procurement Process (click text to view in new tab)  

Shopping Process (click text to view in new tab) 

Requisitioning Process (click text to view in new tab) 

Approving Process (click text to view in new tab)

Receiving Process (click text to view in new tab) 

EXPENDITURE AUTHORITY

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

   
Activity Manager Under $5000
Reporting Unit Head (Dept. Chair/Director/Supervisor) Up to $20,000
Head of School/College/Major Area (Dean/AVP/Assoc. Provost/Univ. Librarian) Up to $50,000
Division (VP/CIO) Up to $100,000
Senior Executive (CFO/EVP/Provost) Up to $1,000,000
President Over $1,000,000

 

 

COMPETITIVE BIDDING

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.  Visit the Office of Sponsored Projects for information on grants.

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 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 Obtain a quote/proposal from at least 3 qualified sources for supplies or services. Include documentation from both sources with the requisition.
Over $150,000 RFP/RFQ Competitive Proposals 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.