purchasing

UPDATE: CSU Contracts and Procurement Policy

CSU, East Bay Procurement & Support Services Department is responsible for acquisition of all supplies, equipment, and services for the University. This department is the only office on campus that has the authority to commit purchases and contracts on behalf of the University. No legal commitment of State funds exists without the authority of Procurement & Support Services.

CSU, East Bay WILL NOT be responsible for purchases or other commitments made by individuals who do not have a University-authorized purchase order or contract number. Please do not release merchandise without a purchase order number or perform services without a contract number or fully executed contract.

If assistance is provided to a department in developing bid specifications, designs, layouts, etc., please be aware that it will not guarantee a sale or contract. Award of an order or contract will be made to the lowest responsible bidder meeting specifications. All specifications will be carefully reviewed by Procurement & Support Services to eliminate undue restrictions that would limit competition.

It is the objective of CSU, East Bay to obtain high quality products and services at the best possible price. The highest ethical principles are followed by employees involved in the procurement process. Under no circumstance may vendor/contractor gifts or gratuities be offered in an effort to influence an award.

Employee Conduct & Procurement Ethics Policy

Competitive Bid Thresholds

Information Technology Resources (ITR) Goods and Services Contract 

 Public Works Thresholds: Please contact Chris Lam-Vazquez for Public Works (Construction Projects) including Public Works Maintenance and Professional Services Agreement in connection with a Public Works Project.

• CFS 9.2 MP 3.0 - Navigation Reference Guide
• Future Year Requisition Entry
• Travel Reimbursement for Vendors and Contractors
• Voyager
• Unauthorized Purchase Request Policy
• Monthly-Pcard-Reconciliation-Report-Guide.pdf

• Requisition Guide
• Requistion To Purchase Order 
• Procurement 101 Training on 9/8/2023 ( PowerPoint PDF)

Watch the Recording Below

• Conflict of Interest
• CSU East Bay Change Order Request
• CSU East Bay Non-Disclosure Agreement
• ICT (Please obtain the ICT recommendation number prior to submitting your requisition)
• Justification For Sole Source Or Sole Brand
• Short Term Limited Scope (STLS) (Adobe Sign)
• Statement of Work Format
• Vendor Data Record(VDR) (Adobe Sign) 

Contracting authority on Campus is derived from a CSU Trustees delegation to the Chancellor who delegates authority to each campus President who in turn delegates within the campus. Delegation of Authority to duly authorized Contract Services staff includes, but is not limited to Leases, MOU's, Revenue Agreements, Public Works Contracts, Student Placements and Academic Internships & Service-Learning Agreements.

Contractual agreements which would bind California State University, East Bay must be reviewed by the Contract Services Section of Procurement and Contract Services. This review is required regardless of monetary considerations. Proposed contracts and/or agreements and subsequent changes to contracts and/or agreements must be submitted to Procurement & Contract Services for review and coordination of agreement approval.

(Agreements associated with a CFS requisition/purchase order should be forwarded to the Procurement Services Staff member assigned that requisition).

What is Contracting?

Contracting occurs whenever the University executes an agreement or contract with an entity outside to the University or a University Auxiliary Organization.

What is a Contract?

A Contract includes things as simple as a Memorandum of Understanding (MOU) to as complex as the construction of a major facility on campus. Examples of contracts and agreements handled by the Contract Administration Services section as follows:

• Land and Property Lease Agreements
• Memorandums of Understanding (MOU)
• Revenue Agreements
• Student Placement and Academic Internship & Service Learning Agreements
• Partnership Agreements
• International Student Agreements
• Construction Agreements and Construction Related Services
• Agreements to Borrow Artwork
• Inter-Departmental Service Agreements
• Campus Space Use Agreements (through Space Management)
• No Cost Agreements

Agreement Types

The list below contains the most common types of agreements.

Academic Internship and Service-Learning Site Agreements

All University students being placed at an off-campus Learning Site as part of their coursework under the Academic Internship and Service-Learning Policy must be covered under a Site Agreement.

Click here for a copy of the Campus Procedure for Academic Internship and Service-Learning Site Agreement

Student Placement Agreements (Nursing, Allied Health Programs, Social Work, and Teacher Preparation)

A student placement agreement formally integrates the student's academic study with practical experience in a cooperating organization. It is an off-campus activity designed to serve educational purposes by offering experience. Different types of agreements are use for clinical placement, field work as well as teacher preparation placements.

Click here for a copy of the Campus Procedure for Student Placement Agreement

International Activities Agreements

Agreements for International Activities involving students. All requests are to be submitted through Campus International Programs and Global Engagement (IPGE).

Memorandums of Understanding (MOU)

A memorandum of understanding (MOU) is a document describing an agreement between parties. It expresses a common interest. It is often used in cases where the parties wish to state an agreement in writing. A MOU may be used to define a relationship between campus departments, auxiliaries or other agencies.

Click here for a copy of the Campus Procedure for Processing MOU's

Inter-Departmental Service Agreements

Click here for a copy of the Campus Procedure for Requesting an Inter-Departmental Service Agreement

Revenue Agreements

A binding agreement between the University on behalf of a campus department and another party that defines the terms under which revenue will be received.

Click here for a copy of the Campus Procedure for Revenue Agreement

Land and Property Lease Agreements

Agreements to Borrow Artwork

Agreement between the University on behalf of a department or gallery to borrow artwork from the artist or other lender for exhibition or display at the University for a specific timeframe.

Campus Space Use Agreements Leases

A License Agreement or a Presidential Agreement is used for campus and are coordinated through the campus Space Management Office who submits to Contract Services for processing of the agreement.

• Order Business Cards

• Emergency Operations Vendor

• Vendor Bid Opportunities
• Current Bids
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