Procurement & Campus Services

Helping you achieve the best value and benefits from your purchasing dollars

Space or Equipment Rental or Lease

Rental Agreements:  Adjust contract terms and conditions as follows before you sign: 
• The Commonwealth/University pays in arrears, at the end of a service period. (Procurement Department will review any request for exceptions)
• Contractor may bill monthly, quarterly, semi-annually, in arrears.
• The Commonwealth/University will not pay attorney’s fees.
• The Commonwealth/University will not sign off on any contract that contains a hold harmless clause. 
• All contracts must be construed under the laws of the Commonwealth of Massachusetts.
• Contracts that require the signature of the Associate Treasurer will be reviewed/addended by UMass President’s Office legal staff. 

Purchase Orders Against Multi-Year Contract Agreements:  For non-grant/project budgets, departments should only encumber funds on purchase orders for only one fiscal year at a time.  Subsequent fiscal years against the agreement may be encumbered against the original purchase order by entering a Change Request Requisition for the appropriate budget period.  This feature is inappropriate for contracts that require a new contract agreement each fiscal period, or against purchase orders that have been closed out. 

Requisitions/orders issued against grant or project budgets may be encumbered from the effective date, to the expiration date, of the grant or project budget charged.

Change Orders:  Any change to the purchase order, or to the contract agreement itself, must be done as a Change Request/Change Order if the total value of the contract is $10,000 or greater, or if the change to the contract will make the total equal $10,000 or greater.  A written amendment to the contract that has been signed by all the original parties is required for such changes to the contract agreement.  Contact your Procurement Analyst in Procurement for guidance.

Financing for Equipment Lease-Purchase:  Contact the Procurement Department for instructions if your purchase requires outside financing.  The process is not recommended for purchases valued at less than $100,000.  Plan well in advance.

Employees: Departments may not contract with a University employee, or with any business owned by a University employee.  

Space Lease (754100):  Requires legal assistance and might require Board of Trustee approval. Contact the Procurement Department to discuss before you use this code.

Equipment Rental/Lease:  Need a contract agreement for University’s protection.  Need to know terms and conditions in case of loss/ damage to equipment.

Note: Short-term rentals are not a problem. Long-term leases, or lease-purchases, are more complex and require a case-by-case review.

Contract Purchases

Purchase Requirements

Less than $10,000.00

$10,000 - $50,000

$50,000 +

Is Contract/Catalog Use Required?

Yes, if available – Select Contract Name and Number in Final Review tab of the BuyWays requisition at the line level, if available, for non-catalog items. Unnecessary to add contract ID for a catalog item.

NOTE:  Purchase items through a BuyWays catalog if items are available.  BuyWays catalog items are contract items.

Are confirmed prices required from vendor?

Catalog Purchase: No quote is necessary If using a BuyWays catalog

Non-Catalog Purchase: A quote is not required by Procurement however, if you have a quote you are encouraged to attach it to your BuyWays requisition as an external attachment. 

Catalog Purchase: No quote is necessary If using a BuyWays catalog

Non-Catalog Purchase: YES – Attach 1 written quote to the requisition as an External attachment.

Is sole source justification form required?

Contract Purchases Do Not Require Sole Source Documentation 

Are public bids through Procurement required?

No public bid is required Depending on the product and dollar amount Procurement may request additional quotes or require a formal bid be processed through Procurement.
Is a Contract Agreement from the Vendor Required? Yes – Maintain in departmental files

Yes – attach signed contract to the BuyWays requisition as an External attachment.

University CFS may be used in place of vendor agreement as long as all terms and conditions are included.

Sole-Source, Non-Contract Purchases

Purchase Requirements

Less than $10,000.00

$10,000 - $50,000

$50,000 +

Is Contract/Catalog Use Required?

Prior to using Non-Contract vendors the department should review all available contracts before soliciting quotes from non-contract vendors.

Are confirmed prices required from vendor?

 A quote is not required by Procurement however, if you have a quote you are encouraged to attach it to your BuyWays requisition as an external attachment.  Yes – Attach 1 written quote to the requisition as an External attachment.

Is sole source justification form required?

No Sole Source Form is Required

Yes – Attach to BuyWays requisition as an Internal Attachment.        

Reference Quote Number on SSJ form 
Select Sole Source checkbox in Final Review tab of the requisition

Are public bids through Procurement required?

Procurement will review justification and make final decision as to whether purchase qualifies as a sole source.  If it does, a public bid or additional quotes are unnecessary. Depending on total cost Procurement may require additional justification.

Is a Contract Agreement from the Vendor Required?

Yes – Maintain in departmental files

Yes – attach signed contract to the BuyWays requisition as an External attachment.

University CFS may be used in place of vendor agreement as long as all terms and conditions are included.

Non-Contract Purchase Multiple-Source

Purchase Requirements

Less than $10,000.00

$10,000 - $50,000

$50,000 +

Is Contract/Catalog Use Required?

Prior to using Non-Contract vendors the department should review all availible contracts before soliciting quotes from non-contract vendors.

Are confirmed prices required from vendor?

A quote is not required by Procurement however, if you have a quote it is encouraged to attach it to your BuyWays requisition as an external attachment. 

Yes - get 3 written quotes & attach to BuyWays requisition. Awarded vendor = External Attachment; Other 2 are Internal Attachments)   
Unless justified in writing, the quote selected must be the lowest of the 3, including any freight charges that apply.
Exception:  If service requires prevailing wage rates and insurance contact Procurement for processing instructions.

A Formal Bid Process is used

Is sole source justification form required?

Non-Contract Purchases available from more than one source of supply do not require Sole Source Documentation

Are public bids through Procurement required?

No Bid is required

Purchases over $50,000 should be submitted to Procurement for bidding.  Enter a Requisition in the BuyWays Purchasing System & use the “Temporary Vendor Code.”  Attach written specifications to the requisition as an Internal attachment.
Is a Contract Agreement from the Vendor Required? Yes – Maintain in departmental files

Yes – attach signed contract to the BuyWays requisition as an External attachment.

University CFS may be used in place of vendor agreement as long as all terms and conditions are included.

 

Signature Requirements for Rentals & Leases

Total $ Value of Contract

Signature of

$10,000-$50,000.00

Director of Procurement

$50,000+

Vice Chancellor

$100,000+

Campus Legal Counsel

$300,000+

Chancellor

 

FAQ for All Purchases

Attachments

Documentation for requisitions should be attached to the requisition as an Internal or External attachment. Do not send attachments to Procurement through the campus mail unless prior authorization is given by a Procurement Analyst.

Blanket Orders

See Blanket Order Policy 

Catalog Purchases

Commodities that are available in a BuyWays Catalog must be requisitioned through the catalog.  Non-Catalog requisitions are inappropriate unless you have a special quote from the catalog vendor that cannot be processed through the catalog.

Change Orders

Once a requisition has become a purchase order, operators are unable to make changes to the purchase orders themselves. Complete a Change Request Requisition in the BuyWays Purchasing System if the purchase order requires a significant modification. To change the Budget a Change Request Requisition is Required, note that budget changes cannot be done to PO lines that have had invoicing activity. Additionally requests to increase Blanket Orders for Supplies will be screened on a case by case basis. See AP Voucher Match Exceptions Chart to decide whether or not to do a change request. 

Confirming Purchases

 Requisition Numbers may not be used to commit to vendors.  Only purchase orders that have been distributed to the vendor may be used to authorize a purchase.  Any purchase requisition that has the "Confirming/not sent to vendor" checkbox selected will result in a purchase order that will not be distributed to the vendor. If the vendor asks for a copy, you may print and transmit the order to them. Never select that checkbox for a catalog order.  It will not go to the vendor.

Contract ID’s

Select the Contract Name and Number at the line level in the Final Review tab of the BuyWays requisition, if available, for non-catalog items that are covered by a Campus, University, State, MHEC, or E&I contract.  If the contract ID is not set up in BuyWays, you may reference the Contract ID in an External line comment, or contact Procurement to request that it be added to BuyWays.

Contract Types  University, Campus, State, MHEC , E&I– For Non-Catalog Requisitions, select Contract name and number in the BuyWays Requisition Final Review tab. Quotes shall reflect acknowledgement of the Contract Name and Number and reference the discount or markup, depending on how the contract award is structured.  This is an audit requirement.  Multiple requisitions to the same vendor may not be issued to avoid dollar limits.    
Employees

Purchases may not be made from University employees, or from any business owned by a University employee or relative, per MGL c268A.

Freight Lines

Do not request a Change Order asking to have a shipping line added to a purchase order.  Accounts Payable will pay shipping on the voucher header if there isn’t a freight line on the original purchase requisition.  
Furniture See Furniture Purchasing Guide and Policy 
Procard Procard should be used to purchase only those items that are not available through a BuyWays Catalog and allowable commodities on Procard.
Sole Source

Read the Sole Source Documentation form for an explanation of the requirements that must be met to qualify for sole source.

 

CONTACT

procurement [at] admin.umass.edu
413-545-0361 tel
413-545-1643 fax

Mail & Distribution
Print Services

To cancel or close a Purchase Order, email cancelpo [at] admin.umass.edu.

venture way building

Procurement & Campus Services
100 Venture Way, Suite 334
Hadley, MA 01035-9430