Procurement Procedures

In accordance with the University System of Maryland (USM) Procurement Policies and Procedures and UMBC Procurement Procedures, purchases with an estimated total value of $25,000 or less qualify as small procurements. Departments are prohibited from intentionally dividing or splitting procurements to circumvent applicable procurement requirements.

The following procedures apply:

• Competition is not required, but departments are encouraged to obtain competitive pricing whenever practical to ensure the University receives the best value.
• Purchases under $5,000 should be made using the University Purchasing Card (P-Card) whenever possible and in accordance with the University’s P-Card Policies and Procedures. Confirming orders should be avoided.
• If a P-Card cannot be used, the department should submit a requisition to Procurement for processing. Requests are generally processed within one business day, unless additional review is required (e.g., contract terms and conditions, legal review, or other compliance requirements).
• Departments should follow sound procurement and business practices by documenting that pricing is fair and reasonable. Recommended practices include:
  • Obtaining pricing from at least two vendors, when practical, through telephone, email, supplier websites, or online catalogs.
  • Retaining documentation supporting the pricing (e.g., written quotations, website screenshots, email quotes, or catalog pricing).
  • Including the pricing documentation with the requisition submitted to Procurement.

Although competition is not required under $25,000, documenting that pricing is fair and reasonable is considered a procurement best practice and supports audit readiness.

In accordance with the University System of Maryland (USM) Procurement Policies and Procedures, procurements with an estimated total value between $25,000 and $200,000 are processed by the Department of Procurement. These procurements require competition to the greatest extent practicable, considering factors such as vendor availability, the complexity of the procurement, delivery requirements, administrative costs, and sound business judgment.

Departments may not intentionally divide or split procurements to circumvent established procurement requirements or delegated purchasing authority.

Department Responsibilities
To initiate a simplified procurement, the requesting department should:

• Submit a completed requisition to Procurement.
• Clearly define the scope of work or specifications, including delivery requirements, estimated value, suggested suppliers (if known), and any other information necessary to facilitate the procurement.
• Attach any supporting documentation, such as quotes, specifications, or technical requirements.
• If requesting a sole source procurement, include a completed Sole Source Justification Form with the required supporting documentation.

Once the requisition is received, Procurement will determine the most appropriate procurement method based on the nature, complexity, and estimated value of the purchase.

A Competitive Sealed Bid, also known as an Request for Bids (RFB), is a formal procurement method used when the University’s requirements can be clearly and completely defined, and award is based primarily on the lowest responsive and responsible bidder meeting all solicitation requirements.

In accordance with the University System of Maryland (USM) Procurement Policies and Procedures, the Department of Procurement works collaboratively with the requesting department to develop the solicitation, including technical specifications, contract terms, and any applicable special requirements. The solicitation is publicly advertised using appropriate procurement platforms and methods designed to maximize competition, promote fairness and transparency, and provide all interested vendors with an equal opportunity to compete.

The Procurement Officer is responsible for managing the solicitation process, issuing any necessary amendments, facilitating the bid opening, evaluating bidder responsiveness and responsibility, and recommending an award in accordance with applicable USM Procurement Policies and Procedures.

Depending on the complexity, scope, and value of the procurement, a formal Competitive Sealed Bid typically requires 30 to 90 days to complete. Additional time may be required for highly complex procurements, Board of Public Works approval (when applicable), contract negotiations, or other required reviews.

Competitive Request for Proposals (“RFP”) – two step process in which there is a separately received, evaluated and scored technical proposal and financial proposal. Generally used where the requirements of the procurement are difficult to quantify and award will be based on factors other than cost. Due to the complexity of the RFP documents and the evaluation process, this process typically takes 30 – 90 days.

To the extent practicable, solicitations must be published in a manner that best meets the needs of the solicitation for a minimum period of five days. Publication may be accomplished by posting the solicitation on the Procurement bid board, on the eMaryland Marketplace website, trade journals, UMBC’s electronic bid board, etc. Procurement will work closely with requesting department to establish the specifications and criteria for the RFP.

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Sole Source Procurement may be used if appropriate and justified by the using department with concurrence by Procurement. Department must complete the Sole Source form stating the following:

1. 1. 1. Need for the service or commodity
      2. Uniqueness of the vendor’s qualifications, experience, commodity
      3. Attempts to find other sources or basis for the sole source
      4. Impact if this vendor was not selected. Procurement will obtain a written confirmation of pricing and negotiate to obtain the best prices and terms for the University.

Emergency Procurement – An emergency is a sudden and unexpected occurrence or condition which the University reasonably could not have foreseen that requires an action to avoid or to mitigate serious damage to public health, safety or welfare. An emergency is not a situation which arises as a result of poor planning or lack of funds.

Generally, time constraints in resolving the emergency situation may require immediate action that precludes the use of any formal procurement process, where time permits, the University should attempt to seek as much competition as possible.

Contact Procurement on ext. 52273 as soon as an emergency arises to see how best to proceed.
The Emergency Procurement Form can be completed here.

Cooperative purchasing agreements with other institutions, agencies, governments, etc. – The Department of Procurement may from time to time combine procurement requirements with the needs of other institutions, agencies or governments to achieve the maximum efficiency and economies in making purchases.

These contracts would be available for use by the campus as the need arises.