Before You Buy

Procurement Services’ responsibility for University expenditures are governed by the Colorado State University Procurement Rules. While each purchase is initiated by a requisition in the financial system, the course it follows will vary depending upon the anticipated cost, complexity, or legalities of the buy. Early involvement of Procurement Services is highly recommended to better guide you through the process. Faculty and staff who are charged with initiating procurement requests should use the links to the right of this page for guidance on the procurement process. Please go to our staff directory to locate a purchasing agent for more information on how to proceed with your purchase. Below is a quick glance of Procurement Services’ dollar thresholds.

Dollar Thresholds



Price Reasonableness FAQ

Informal Quote Summary Form

Request for Sole Source Form


Construction
All construction and building maintenance activities at CSU are under the direct control of Facilities Management. Campus departments are not authorized to undertake construction or building maintenance activities. Please contact Facilities Management for assistance, www.fm.colostate.edu.

Definitions
  • Purchasing Agent Discretion - Competition not required. However, PA may elect to solicit competition if deemed in the best interest of the University. All purchases greater than $500 require a written quotation per the Uniform Commercial Code.
  • Documented Quotation - Informal quote process. Must be posted on RMEPS for a minimum of three (3) business days and may be longer depending on the complexity.
  • Invitation for Bid - Formal bid process. Must be posted on RMEPS for a minimum of fourteen (14) calendar days and may be longer depending on the complexity.
  • Request for Proposal - Formal process which considers criteria other than prices in evaluation and award. Must be posted on RMEPS for a minimum of thirty (30) calendar days and may be longer depending on the complexity.
Issuance of a Purchase Order or Contract
  1. University financial policy requires that an approved commitment document, either a purchase order or contract, be issued for all purchases of goods and services, greater than $5,000, prior to committing University funds.
  2. If a competitive solicitation is required (see solicitation process above), the Purchasing Agent conducts the solicitation and, together with the ordering department, determines the basis for the award. Once an award is made, the Purchasing Agent issues the PO (or contract).
  3. Unauthorized purchase. An unauthorized purchase occurs when financial obligations are incurred on the University’s behalf without prior approval by use of an approved purchase order or contract. Failure to obtain an approved PO or contract, where one is required, may result in personal liability under Colorado Revised Statutes §24-30-202(3).
Expectations for Procurement Services
Established Service Levels for Procurement:
Purchase Requisition to Purchase Order: Documented Quote: Invitation for Bid: Request for Proposal:
Simple PRs, those in the PA discretionary range, should be completed within 5 workdays from receipt. Preparation time for simple DQ is within 7 workdays from receipt. Add time as noted above and bid analysis time. Preparation time for simple IFB is within 7 workdays from receipt. Add time as noted above and bid analysis time.  
PRs which require competition will be completed according to bid preparation. Preparation time for DQ with detailed specifications is within 15 workdays from receipt. Add time as noted above. Preparation time for IFB with detailed specifications is within 15 workdays from receipt. Add time as noted above. Preparation time for RFP varies depending on complexity. Call Procurement Servicess to discuss your project. Add time as noted above.
  DQ analysis time will vary depending on complexity. Bid analysis time will vary depending on complexity. RFP analysis according to the schedule of activities listed in the RFP.

Established Service Levels for Communications:

Telephone messages and e-mails should be returned no later than the next business day.