External Sponsored Projects Procurement Guidelines

In order to comply with the US Office of Management and Budget (OMB) 2 CFR 200 Uniform Guidance (UG), Michigan Tech must adhere to the following requirements in regards to procurement (excludes Subawards):

2 CFR 200.317 - 200.326 Procurement Standards

           Purchase Requisition                           Type of Competitive Action                    Non-Competitive Action            

$0-$9,999 Requires One (1) quote or proposal from a qualified supplier N/A
 $10,000 - $49,999 Requires Two (2) or more quotes or proposals from qualified suppliers Sole/Single Justification with supporting documentation
 $50,000 - $249,999 Requires Two (2) or more Competitive Bids from qualified suppliers
 $250,000 and up Requires Two (2) or more Public Request for Quotes (RFQ) or Request for Proposals (RFP)

The University must take all necessary affirmative steps to ensure that minority businesses, women's business enterprises, and equitable distribution of spend are used when possible.

SPECIAL CONSIDERATION: Principal Investigators (PIs) and Departments need to keep in mind that original purchases made on NON external sponsored projects cannot be reallocated to an external project unless the required documentation noted above was attained at the time of the original purchase.

Quote or proposal examples include any written quote from vendor, print-out of vendor price list on website, or generated via online search engine, an email referencing price from a vendor.  An invoice is NOT a quote. A cost or price analysis is not required.

Competitive Bid - a formal quote or proposal from competing contractors, suppliers, or vendors that allows the university to properly survey the marketplace and secure goods and services at fair and reasonable prices.

A sole source purchase is one where there is only one vendor capable of providing an item or service, and therefore it is not possible to obtain competitive bids. A single source purchase is one where there are multiple sources of supply, but for specific reasons the item or service must be purchased from a specified vendor.