Procurement
Our purchasing authority is contingent upon strict adherence to various state, CSU, and campus procurement regulations. The procurement policies we follow ensure compliance with these regulations and good business practices. It is important that you understand and comply with these policies when obtaining products and services for your department. These policies apply to all campus funds, regardless of source.
Authority to Contract
Please do not sign any contracts or agreements with a vendor. Instead, submit your unsigned agreement
as an attachment on the correct form in P2P. The assigned Buyer will work the agreement
and obtain the necessary signatures for you.
A confirming order is defined as an order placed by an end user with a vendor without following the Procure-to-Pay or ProCard process. Confirming Orders are in
violation of the CSU Procurement Policy and are not allowed. There are several potential
problems associated with confirming orders; such as the receipt of duplicate shipments,
violations of legal requirements, the issuance of redundant payments, missed discounts,
delays in settlements, lost items, and unidentified invoices. Any faculty or staff
member who buys products or services without following the proper process assumes
the possibility of personal liability for payment.
Open Process
As a public institution, the University's purchases are open to public inspection and oversight. Formal sealed bids are opened publicly and the amount of each bid is announced and recorded. Formal sealed proposals are also announced publicly, with only the names of the proposers announced and recorded. Completed solicitations are public records and available for inspection by the public.Standards
Certain commodities are standardized to take advantage of quantity discounts, avoid numerous small orders, and comply with state legislation. All office supplies should be ordered from Staples Advantage (CSUBUY Marketplace) to take advantage of reduced prices negotiated by a CSU Master Enabling Agreement. Also, State legislation has mandated that 50% of all purchases by State agencies must meet recycled product guidelines, so recycled products should be ordered whenever possible.Selection of Vendors
The University purchases from the lowest cost vendor who can meet our requirements.
Vendors are selected by the informal bid, formal bid, or formal proposal process.
There are two exceptions: Sole Brand and Sole Source purchases.
Sole Brand items have unique performance features not found in other items, but are available
on the open market from multiple sources.
Sole Source items have unique performance features not found in other items and are available
only from a single manufacturer or from a dealer with exclusive distribution rights.
If you think your web requisition order may qualify, please complete either a Sole Brand Justification Form or a Sole Source Justification Form.
Conflict of Interest
University employees may not personally benefit from their official positions or decisions. Any University employee who has, or whose relative has, a substantial interest in providing a product or service to the University, shall make known that interest and shall refrain from participating in the procurement decision making process.University employees shall not accept or solicit, directly or indirectly, anything of economic value as a gift, gratuity, favor, entertainment, or loan which is or may appear to be designed to influence official conduct in any manner, particularly from a person who is seeking to obtain contractual or other business or financial arrangements with the University (e.g. a vendor, who has interests that might be substantially affected by the performance or nonperformance of the employee's duty).
As part of our ongoing alignment with strategic sourcing initiatives, IRG is designated as the exclusive supplier for HP and Xerox toners. Any request from Amazon and Staples for HP and Xerox toners will be blocked.
Advocate Contact:
Andrew Duncan
Phone: 661-654-3182
Fax: 661-654-3144
Email: aduncan@csub.edu
Furniture Policy
Furniture purchases must comply with established ergonomic guidelines, meet ADA requirements, and align with campus standards.
Furniture includes:
- Chairs
- desks
- tables
- modular
- panel workstations, etc.
Campus departments are not authorized to purchase furniture from non-compliant sellers such as Amazon, Wayfair, Target, etc., unless the supplier can provide a valid commercial-grade warranty. Sellers like these typically offer residential-grade furniture and do not specialize in commercial-grade products designed to meet institutional durability, safety, and ergonomic standards.
In contrast, the approved furniture vendors produce commercial-grade furniture specifically engineered for longevity, code compliance, and ergonomic performance.
Steps for Ordering Furniture
- Contact an Approved Vendor (link)
- Obtain a quote and/or drawings/specifications if applicable
- Submit your order on a Goods and Services Form in P2P
- Any furniture orders (150007) will automatically go to Facilities for review and approval.
Other Department Responsibilities
- The department is responsible for submitting work orders for power, data and telecommunications.
- Ensuring the space is ready upon installation.
- Work with the installers to ensure the agreed upon plan is followed and will note any discrepancies, shortages, damages, etc.
Green Procurement
CSUB is committed to green procurement, prioritizing environmentally preferable products and services that reduce harm to human health and the environment. The Procurement Department strives to balance sustainability with performance, availability, and cost, giving preference to products that are durable, non-toxic, energy- and water-efficient, recyclable, made from recycled or sustainably sourced materials, minimally packaged, and locally or regionally produced when feasible. Sustainability is incorporated into bidding and contracting through required green statements in proposals, and departments are encouraged to support these efforts by purchasing recycled and energy-efficient products, reducing paper use, and recycling supplies such as toner cartridges.
Contact
Sustainable Procurement Coordinator:
Julie Jones
Admin West, Suite 102
661-654-3397
jjones20@csub.edu