Template Image
Researcher's Handbook
Section 9
Purchasing
Definition of a Purchase
Purchasing involves the acquisition by the contracting (i.e., renting, leasing, installment sales, or outright purchase) of equipment, furnishings, supplies, construction, services, and lease of space for the University. All such contracts shall be in writing. Within the meaning of this definition, the following are not purchases:
-
Transfer, sale or exchange of commodities or contractual services between federal, state and local governmental agencies, state universities and in-state independent, nonprofit colleges or universities accredited by the Southern Association of Colleges and Schools.
-
Commodities purchased for resale except Class B printing (i.e., non-Legislative Printing).
-
Artists; academic program reviews or lectures by individuals.
-
Legal services, including paralegals, expert witnesses (including appraisal services), and court reporters.
-
Health services involving examination, diagnosis, treatment, prevention, medical consultation or administration, or services provided to persons with mental or physical disabilities by not-for-profit corporations pursuant to the provisions of Chapter 287.057(6)(7).
-
Extension of existing contracts only if pursuant to contract terms specifically providing for such extensions.
The Purchasing Division
The Purchasing Division prepares budget estimates; prepares bid specifications; initiates formal quotations, proposals and bids; conducts public bid openings; evaluates bids; and awards and administrates all purchase contracts until final completion or termination.
Unless otherwise stated, the Purchasing Division is the only University of Florida department authorized to commit funds for the acquisition of commodities or services and is the initial point of contact for service contracts and agreements. There are four offices in the Purchasing Division:
-
Health Center Purchasing (392-2814)
-
IFAS Purchasing (392-1765)
-
Physical Plant Purchasing (392-1117)
-
Central Purchasing (for all other areas on campus) (392-1331).
For purchasing information please refer to the Handbook of Business Procedure(Chapter 8), available in department offices or online at http://www.admin.ufl.edu/handbook/default.asp?doc=2.8.
Sponsored Research Exemption
The sponsored research exemption gives the Office of Research the authority to exempt from the bidding procedure any purchase made with research funds which would provide for the more efficient and expeditious management of a research project. The PI should address a memo to the Director of Sponsored Research (219 Grinter, P.O. Box 115500) explaining the urgency of the situation and the need for expediency, with the completed requisition papers attached. If RGP approves the request, the document will be forwarded to the Director of Purchasing for approval. Once this has been received, the purchase can be made under University of Florida Rule 6C1-3.021. This rule requires, among other items, a statement and/or other evidence, that some form of price comparison or determination of price reasonableness has been performed, as well as a written statement signed by the Principal Investigator certifying that he or she is independent of, and has no conflict of interest in the entity(ies) evaluated and selected.
The request should include the following statement:
"I/We the undersigned, certify the above to be true and correct to the best of my/our knowledge and belief and the user and/or undersigned does not have a financial interest in the above named vendor."
Whenever time permits, the normal Sole Source Certification process, UF Rule No. 6C1-3.020(5)(f)(2) should be processed through Purchasing.
Surplus Property
Principal investigators may obtain surplus property items from the University of Florida, the State of Florida, or from the federal government.
For UF surplus property, University Property Services maintains a Surplus Property Browse screen on NERDC that is accessible by most campus departments. If not available in your department or for additional information, contact University Property Services (116 Elmore, 392-2556). There is no charge for University surplus property.
For State of Florida surplus property, the Florida Division of Surplus Property maintains a warehouse at Starke, Florida. It should be noted that property may not be acquired for personal use, a service fee will be assessed to cover overhead and handling expenses, and all property is issued on an ``as is, where is'' basis. Property may be inspected and selected at this warehouse by authorized persons without appointment. Authorization may be obtained from the Property Accounting Manager (116 Elmore, 392-2556).
A listing of surplus federal property can be accessed directly via the Federal Information Exchange's home page at http://web.fie.com/.