Procurement
Announcements
July 8, 2024
To all Department Heads:
An Unauthorized Commitment (UAC) is defined as “an agreement that is not binding solely because the University representative who made it lacked the authority to enter into that agreement on behalf of the University.” In accordance with Morgan State University Procurement Policy and Procedures, the only individuals who can bind the University are those designated by the President or his designee (Procurement) within the limits of their delegated authority. It is the policy of the University to have zero unauthorized commitments.
All individuals responsible for a UAC can be held personally liable to the vendor for the total cost of supplies or services obtained until the extent of the University’s liability is determined. The primary factor in determining whether a purchase is considered a UAC is contracting authority.
Morgan State University Procurement Policy and Procedures requires that all vendors have an approved procurement instrument in place (i.e. purchase order, contract, blanket purchase agreement, etc.) prior to providing goods or services. Entering contracts verbally or without appropriate authorization is prohibited.
Any vendor who delivers services or goods to the University without a proper contract is doing so entirely at their own risk. The University does not pay for goods or services that were provided without the benefit of a properly executed contract.
November 7, 2024
To all departments,
As part of our commitment to supporting small businesses and complying with the State of Maryland’s mandate, we need to shift our purchasing approach from large companies to small businesses for transactions between $50,000 and $500,000 to the maximum extent practical. This change not only helps us meet the state’s goal of allocating 15% of our total contract value to small businesses but also brings significant benefits to both the university and the local economy.
Benefits to the University and the Economy:
-
Economic Growth: Supporting small businesses stimulates local economic growth, creating jobs and fostering innovation within our community.
-
Diverse Supplier Base: Engaging with small businesses diversifies our supplier base, leading to more competitive pricing and innovative solutions.
-
Community Engagement: Strengthening ties with local businesses enhances our university’s reputation and demonstrates our commitment to community development.
Steps to Take Before Requesting Quotes:
-
Research Small Businesses: Before requesting quotes, take the time to research and identify small businesses that can meet your needs. Utilize resources such as Maryland Department of Transportation (MDOT). Maryland DOT - Certification Management System
-
Consult with Procurement Team: Speak with your procurement team member to get guidance on the process and ensure you are aware of all available resources and support.
-
Assess Capability and Capacity: Work together with the procurement team to ensure that the small business contractor has the capability and capacity to accomplish the work required. This includes verifying their qualifications, past performance, and financial stability.
Additionally, all purchase card buys must also prioritize using small businesses for their purchases. The procurement office is actively exploring contract opportunities to ensure we are engaging small businesses for these low-dollar items to the maximum extent practicable.
By following these steps and embracing this new approach, we can collectively contribute to the success of small businesses and the overall prosperity of our community. Training is forthcoming to help you navigate these changes effectively.
Thank you for your cooperation and dedication to this important initiative. Let’s work together to make a positive impact!
Best regards,
NEHEMIAH YISRAEL
Director of Procurement
This database is populated with projected purchases of $100,000 and above for the current fiscal year. Not all projected purchases will be made as indicated in the Procurement Forecast.
We strongly advise you to connect with the buyer directly for details and updates.
August 30, 2024
Morgan State University’s Procurement Department shares the following Simplified Procurement Procedures for limits up to $100,000.
$5000
-
When the action does not exceed $5,000, competition is preferred but not required. The preferred method of purchase is using the purchasing card in accordance with policies and procedures.
-
Submission of brief statement to file regarding why the price is determined to be reasonable if not opened to competition.
-
Share the wealth to the max. This means avoiding using the same vendor over and over and making an attempt to identify and utilize other vendors.
$5001 - $25,000
-
Departments will need to complete a Customer Request Form (CREF) - forthcoming.
-
Departments shall obtain three quotes that include the point of contact’s (POC) name, phone number, and email address if they are not already included.
-
Departments to complete a statement of work (SOW) for the requirement.
-
SOW + three Vendor quotes must be submitted to a Procurement Specialist.
-
If other than low price, additional requirements will need to be addressed.
-
Price reasonableness document completed by Procurement Specialist.
-
Award made in a timely fashion.
$25,000 - $100,000
-
Departments to complete Customer Request Form (CREF) - forthcoming.
-
Departments must provide the names of three or more vendors that can execute the requirement.
-
SOW and/or performance work statement (PWS) will need to be submitted
-
DEPARTMENTS ARE NOT TO CONTACT THE VENDORS.
-
Departments shall provide an independent estimate or budgetary amount for the award of the project.
-
A procurement specialist is responsible for executing the project in a timely fashion.
Thank you for your continued support and compliance.
Regards,
Nehemiah Yisrael,
Director of Procurement
November 4, 2024
To All Departments Involved in the Procurement of Goods and Services:
Dear Colleagues,
As part of our ongoing commitment to excellence and accountability in procurement, we want to remind everyone of the critical importance of inspecting and accepting goods and services before approving any invoices for payment.
Why It Matters:
-
Quality Assurance: Ensures that all goods and services received meet our specified requirements and standards.
-
Compliance: Verifies that all contractual obligations are fulfilled, helping us maintain integrity and trust in our procurement processes.
-
Cost Control: Prevents payment for substandard or non-compliant goods and services, safeguarding our resources.
-
Accountability: Provides a documented trail of inspection and acceptance, which is essential for audits and reviews.
What You Need to Do:
1. Inspect Deliveries: Thoroughly check all goods and services upon receipt to ensure they match the specifications outlined in the contract.
2. Document Findings: Record any discrepancies, defects, or issues found during the inspection process.
3. Accept or Reject: Formally accept satisfactory goods and services or reject and report any issues immediately.
4. Communicate: Keep open lines of communication with vendors and the procurement office to resolve any problems swiftly.
Following these steps ensures that our procurement processes remain efficient, transparent, and effective.
Training in the tools necessary to complete inspection and acceptance is forthcoming. The goal for FY 2025 is for documented inspection and acceptance to be conducted before approving all invoices.
Thank you for your attention to this important matter.
Regards,
Nehemiah Yisrael,
Director of Procurement