Procurement Policies

You must have specific authority to obligate the University to pay for goods and services. Campus departments have been delegated the authority to purchase only those products and services that qualify for the Procurement Card, or Direct Payment process. All other purchases must be made by Procurement and Contract Services Department.

Please do not sign any contracts or agreements with a vendor. Instead, send it to Procurement and Contract Services for review. Buyers are familiar with state laws governing the CSU system's authority. Also, buyers may be able to negotiate a better contract for you.

Requisitions submitted to Purchasing after the order has been placed with the vendor or after the University has received the products or services are called Confirming Orders. Confirming orders 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.

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.

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.

The University seeks to do business with small businesses and disabled veteran businesses. We do this by setting annual purchasing goals; instituting changes to purchasing procedures that will enhance the program; and documenting, tracking, and reporting our success to the CSU Chancellor's Office and the State Department of General Services.

Advocate Contact:

Andrew Duncan
Phone: 661-654-3182
Fax: 661-654-3144
Email: aduncan@csub.edu

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.

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).