Purchasing

UWF Procurement & Contracts prepares bid specifications; initiates formal quotations, proposals, and bids; conducts public bid openings; evaluates bids and awards; and administers all purchase contracts until final completion or termination. Unless otherwise stated, Procurement & Contracts is the only UWF department authorized to commit funds for the acquisition of commodities or services and is the initial point of contact for service contracts and agreements. Requisition procedures can be found on their web site.

Services of a collaborator under a sponsored research project are usually acquired via a Subcontracting/Subrecipient Agreement. For assistance in determining the process for a specific purpose, contact your RSP Grants Specialist.

PCard Usage

The PI is responsible to verify that all PCard purchases have been appropriately coded and approved prior to the purchase as required under Uniform Guidance 2 CFR 200 for purchasing using grant funds. It is especially important for the PI to monitor PCard purchase approvals during the first 30 days after the end of the project to ensure that encumbrances are posted promptly in order to generate the final expenditure reports. See the PCard Reference Guide web page for more information.

Sponsored Research Exemption

The University Policy PR-01.02-08/11 for Sponsored Research Exemption gives RSP the authority to exempt from the bidding procedure any purchase made with research funds which would provide for the more efficient and expeditious management of a research project. The exemption is authorized by the Florida Statute 1004.22. The PI should adhere to the procedures in the Request for Sponsored Research Purchasing Exemption (Form). The form provides the details on the rationale and conditions for approval of an exemption to the university's usual purchasing policy for goods and services dictated by the requirements of a sponsored research project.

Conditions that support a Sponsored Research Purchasing Exemption include the following:

  • A certain vendor is specified by the prime contractor or granting agency in accordance with the provisions of the prime contract or grant award.
  • The purchase of specific goods or services from a certain vendor can be demonstrated to be more efficient or expeditious based on compatibility, availability, or the current capabilities of the PI and staff.
  • The purchase of specific goods or services from a certain vendor can be demonstrated to be necessary to meet time requirements of the prime contract or grant award.
  • The purchase of specific goods or services from a certain vendor can be demonstrated to be mandated by scientific or technical requirements.
  • The purchase of specific goods or services from a certain vendor can be demonstrated to be at a cost below industry norms.
  • The prime contract, grant award, or subcontract contains a confidentiality clause requiring the research materials to be exempt from public scrutiny, pursuant to Florida Statute 1004.22.
  • For non-state of Florida personnel, the allowances for travel expenses in accordance with the provisions of the prime contract, grant award, or the subcontractor's written policy are greater than the allowances provided by the state of Florida (a copy of the documentation shall be made a permanent part of the supporting material contained in the RSP contract file).
  • The level of detail and documentation for reporting and payment required by the prime contractor or granting agency in the provisions of the prime contract or grant award (or approved in writing by the sponsor) is less than that required by the state of Florida.
  • The subcontractor or vendor requests an advance payment which is necessary to fund extensive start-up costs, receive discounts or cost savings, or create adequate cash flow in order to provide required goods or services. The university shall retain the documentation justifying advance payments in the RSP contract file and implement appropriate procedures to ensure that goods and services are received as required.
  • Other conditions which can be demonstrated to meet the statutory criteria necessary for the efficient or expeditious prosecution of a research project. The specific condition must be fully explained in the exemption certification.

The Request for Sponsored Research Purchasing Exemption requires the endorsement of the chair/director, dean/vice-president, and the associate vice president for research. Upon receipt of the request, RSP will prepare the recommendation for consideration by the University General Counsel and the president. All approvals must be completed prior to the issuance of any purchase order, contract, or commitment. For additional information, please contact your RSP Grants Specialist.