Procedures and Instructions
The University of West Florida's (UWF) Procurement & Contracts (P&C) Department procures materials, supplies, equipment and services while ensuring that federal, state and local government regulations as well as UWF's Purchasing Policies and Procedures are followed. These policies and procedures incorporate sound business practices and fair and open competition to maximize the benefit of each UWF dollar spent and to ensure that all applicable regulations are followed.
After the Fact purchases are made by UWF personnel without going through UWF-established approvals and procedures. Personnel will be required to submit a Banner Requisition with a detailed explanation for non-compliance that will be reviewed by Internal Auditing before a Purchase Order (PO) can be processed and payment issued to the vendor.
Agreements/Contracts are to be sent as an attachment to the requisition and signed ONLY by personnel who have been delegated this authority by UWF President. An unauthorized signature will obligate that individual personally. (Ref: University Policy - Authority to Sign Contracts & Other Documents dated 12/12/2022).
Advertisement, Employment All employment ads are to be processed through Graystone Advertising. UWF has negotiated a contract with this firm to provide advertising services at a significantly reduced cost. Departments will only contact and pay this one vendor using the UWF PCard. For more information contact OHR at 850.474.2156.
Catering The vendor must have
A current State of Florida Division of Hotels and Restaurants license
A current State of Florida Division of Alcoholic Beverages & Tobacco license (if alcohol will be served)
A current Escambia County BTR license
A Current City of Pensacola BTR license (if business is located in the City of Pensacola Limits)
Certificate(s) of Insurance with specific coverage levels
Caterers must submit a completed Caterer Registration Form, including uploading all information listed above. UWF's current Dining/Catering Services vendor has exclusive rights to catering and alcohol provision services within the Commons, Building 22, and UWF Conference Center.
For more information, you may email auxservices@uwf.edu or contact Business & Auxiliary Services at 850.857.6071.
Contracts/Agreements are to be sent as an attachment to the Banner Requisition and signed ONLY by personnel who have been delegated this authority by UWF President. An unauthorized signature will obligate that individual personally. (Ref: University Policy - Authority to Sign Contracts & Other Documents dated 12/12/2022).
Credit Card, (PCard) The PCard can be used for almost anything you can buy with a Purchase Order (PO) (except Other Capital Outlay (OCO) and items listed on the PCard Prohibited/Restricted List.) To obtain a PCard, you must complete online training. Concur, Delegate/Reviewer, Acting as a Delegate-Next Gen UI, must be designated for your PCard account; permanent or OPS employee (not a student or graduate assistant) who is required to perform all Concur Delegate/Reviewer duties. Visit P&C's online UWF Procurement Card (PCard) Reference Guide.
Equipment, Trade In Departments must obtain approval from the Surplus Board and Property Manager and Controller's Office, prior to submitting a Banner Requisition or PCard to purchase new equipment with a trade-in. The approval documentation is required and is to be sent as an attachment to the Banner Requisition backup/supporting documentation before a Purchase Order (PO) can be processed or as a Procurement Restricted Item Request (Non-Furniture) backup/supporting documentation or Procurement Furniture & Fixture Request backup/supporting documentation.
Exemption from Competition When a product or service must be obtained through a particular source and the purchase does not fall into an exempt form competition category (UWF/REG-6.0055 Actions Not Subject to Competition), the department will complete an Exemption from Competition. This required form is to be sent as an attachment with the Banner Requisition before a PO can be processed. Visit P&C's Forms page. If the purchase exceeds the formal solicitation threshold, it must be posted on P&C’s website for 72 hours before the purchase can be made.
Food Purchases Special conditions and the appropriate funds (ex: Foundation) are required to purchase food and food items. The PCard cannot be used for Alcoholic beverages (unless an Alcohol Authorization Memo and MCC with JPMorgan Chase Bank are in place), taxes, and tips (taxicab fares and tips not to exceed 20% of fare (need receipts for fare) are conditionally acceptable items to purchase.
Foreign Travel Before traveling outside of the United States, ensure that you will be in compliance with the export control regulations for reasons of foreign policy and national security by contacting Sponsored Research at 850.474.3040 or the P&C Department. This will avoid personal and UWF fines and/or possible prison. Any written, electronic, shipment, transfer of commodities, technology, information, technical data, software and software codes is considered an export even during temporary travel.
Formal Competitive Solicitation Process When the service or commodity costs $150,000 and greater, a Formal Competitive Solicitation Process. Allow 8 to 10 weeks for standard Invitation to Bid (ITB's) process. Request for Proposals (RFP's), Invitation to Negotiate (ITN's), or Professional Qualifications Solicitation (PQS's) will require more time. Per UWF Regulation 6.0055(7), exempt purchases are not subject to the competitive solicitation process.
Furniture (Installation, Re-Configurations/Moves) An outside vendor is required for campus moves or installation of existing furniture. The PCard can be used to pay for this service. Complete a Procurement Furniture & Fixture Request in Jira or contact 850.474.2628 PRIOR to move for recommended vendors.
Furniture, Purchase of Complete a Procurement Furniture & Fixture Request in Jira or contact P&C 850.474.2628 PRIOR to contacting furniture vendors and ordering any furniture to ensure all requirements are met. Additional information can be found under Commodities and Services on P&C's web page.
“Go Shopping” Page provides direct links to the UWF/Vendor web sites for P&C's contracted vendors, such as Dell, CDW-G, Office Depot, etc. displaying contract discounted prices and terms. Visit P&C's Go Shopping Page (My UWF) by:
- logging on to my.uwf.edu;
- searching for "Go Shopping" (Procurement), or
- clicking on Confluence, then "Go Shopping" (Procurement)
Green Environmental Program When shopping, always consider an environmentally friendly products (green) such as toners, office supplies and energy saving equipment. Toner cartridges, computer equipment, and batteries, cannot be disposed of in your office trash and must be recycled. Used toner cartridges and batteries should be sent through campus mail or delivered to the attention of EH&S, Building 95. IT equipment including monitors should be processed through UWF's property surplus system to ensure that it is disposed of in an environmentally-friendly manner. Certain metals contained in the composite of IT equipment are dangerous and must be handled and disposed of in accordance with federal environmental regulations. Visit P&C's Environmental Friendly/Green Purchasing webpage.
Invitation to Bid (ITB) This formal solicitation type is used when the requestor knows exactly what is wanted and can provide the exact specifications for the commodity/service and no other criteria will need to be met. The award is made to the lowest bidder as long as the bidder meets the detailed specifications. ITB’s can normally be awarded within 3 to 5 weeks.
Invitation to Negotiate (ITN) This formal solicitation type is lengthy and time consuming for all. It is used when the requestor is open to what vendors have to offer that might meet or exceed the needs of UWF. It allows UWF to negotiate with the vendors to obtain the best final offer and allows other criteria than just price to award the contract. An ITN requires a UWF evaluation team that will evaluate all the proposals. ITN’s are normally a 3 to 6 month process, but may exceed this time frame.
Leasing, Space and Storage You must contact A&E Services 850.474.3427 PRIOR to leasing space in order to comply with bidding and leasing regulations and to obtain an authorized and legally binding lease agreement. Vendor agreements are ONLY acceptable for the leasing of off-campus mini-warehouses. The approved lease agreement is to be sent as an attachment to the Banner Requisition and signed only by authorized personnel delegated this authority by the UWF President.
Membership Dues Organizational dues are processed directly through Accounts Payable. Visit the Controller's Office website (see Forms - Membership) for more information.
Minority Business Enterprise Procurement Program (MBE) UWF is committed to maximizing the participation of all certified MBE firms in all UWF procurement opportunities. Always consider obtaining quotes from a minority business. Visit P&C's Banner Vendor Search/List Tool (Confluence) page to obtain search options.
Moving Services, Employee The hiring department will issue approval to pay moving expenses prior to the actual new employee move. The approval is to be sent as an attachment to the Banner Requisition before a PO can be processed. Visit P&C's Moving web page under Commodity’s & Services for instructions and form.
Notary All first-time notary applicants in the State of Florida must take a 3-hour approved notary course before submitting an application. The PCard is to be used for payment. Visit Notary Info for notary course information.
PCard (Credit Card) The PCard can be used for almost anything you can buy with a Purchase Order (PO) (except Other Capital Outlay (OCO) and items listed on the PCard Prohibited/Restricted List.) To obtain a PCard, you must complete online training, and submit required forms. Concur, Delegate/Reviewer, Acting as a Delegate-NexGen UI, must be designated for your PCard account; permanent or OPS employee (not a student or graduate assistant) who is required to perform all Concur Delegate/Reviewer duties. Visit P&C's online UWF Procurement Card (PCard) Reference Guide.
Printing The Marketing/Communications Department 850.474.2433 must approve all printing orders prior to the purchase to ensure the appropriateness of the content, logo and color for UWF.
Professional Service Contracts (C&PS) For services of professional persons or firms (physicians, attorneys, consultants, speakers, musicians, etc.) who are independent contractors, a Procurement - Agreements for Goods and Services must be completed. If the individual providing the service is an employee of UWF, process an Action Sheet and contact OHR. If the cost is less than $1,000, fill out the Procurement - Agreements for Goods and Services in lieu of a Direct Pay Request Form and submit to Controller's Office for issuance of check. If the cost is $1,000 or more, submit a Banner Requisition and send the completed Procurement - Agreements for Goods and Services as an attachment. Visit Forms (Internal) Consulting and Professional Services page under P&C's Commodities & Services web page for information and form.
Purchase Dollar Limitations Dollar limitations for purchases are as follows:
| Dollar Amount | Requirements |
|---|---|
| $0 - $24,999.99 |
One written departmental quote obtained from the vendor to include shipping (if applicable). If using federal grant money, the single micro-purchase quote dollar threshold is $10,000. |
| $25,000.00-$74,999.99 | Minimum of two (2) written departmental quotes obtained from two vendors. A Request for Quotation (RFQ) may be initiated by the department or Procurement & Contracts. |
| $75,000-$149,999.99 | Minimum of three (3) written departmental quotes obtained from three vendors. A Request for Quotation (RFQ) may be initiated by the department or Procurement & Contracts. |
| $150,000 and greater |
Formal Competitive Solicitation Process Allow 8 to 10 weeks for standard Invitation to Bid (ITB's) process. Request for Proposals (RFP's), Invitation to Negotiate (ITN's), or Professional Qualifications Solicitation (PQS's) will require more time. Per UWF Regulation 6.0055(7), exempt purchases are not subject to the competitive solicitation process. |
Purchase Orders (POs) A PO is a document used to execute a purchase transaction with a vendor. The requestor must submit a Banner Requisition with detailed information and attachments when applicable. POs are issued when a PCard cannot be used. When a PO is used the vendor must be registered with UWF.
Request for Proposal (RFP) This formal solicitation type is lengthy and time consuming for all. It is used when the requestor is open to what vendors have to offer that might meet or exceed the needs of UWF. It allows for technical specifications and evaluation criteria other than just price with some room for negotiation to obtain the best final offer. An RFP requires a UWF evaluation team that will evaluate all the proposals. RFP’s are normally a 3 to 6 month process but may exceed this time frame.
Requisition, Banner A Banner Requisition is required to establish a PO to purchase commodities or services that cannot be purchased with the PCard. Banner Requisition On-line training and security, Banner Access Request form is required before a requestor can submit a Banner Requisition. Attachments to support the Banner Requisition must be identified with the Requisition number and sent through Procurement Requisition Review Request: Use this form to submit Requisition Backup or questions related to a requisition. This ticket can be submitted before a requisition is created in Banner if you need a place for backup documentation while working through the requisition. (es: Quotation, Contract, etc.)
Return Merchandise When returning any item purchased on a PO, regardless of the reason, a Return Merchandise to Vendor Form must be prepared and taped to the outside of the package prior to pickup by Central Receiving. Contact Central Receiving for more information. Visit P&C's Forms webpage.
Sales Tax Exemption UWF is exempt from the payment of sales tax. A copy of the Certificate of Tax Exemption is available at P&C's web page. A miniature laminated card accompanies your PCard and can also be picked up from P&C.
Shipping: All goods must be shipped to an official UWF address. Goods must not be shipped to an employee home address. Only under extenuating circumstances will a shipment be permitted to a home address. This requires written approval from the Dean, Director, or higher. Request must be submitted to P&C before purchase; see "Restricted Item Request (Non-Furniture)" within Jira/Service Desks to request a shipment to a home address or a non-official UWF address. A detailed reason must be provided to ship to a home address or a non-official UWF address.
Sole Source Purchase When a product or service is available from only one source, the department will complete a . This required form is to be sent as an attachment with the Banner Requisition before a PO can be processed. Visit P&C's web page.
Staff (P&C) The P&C Department has 8 staff members located in Building 90. Contact anyone listed below for assistance:
| Name | Position | Phone | |
|---|---|---|---|
| James Adams | Int. Exec. Director | 850.474.2080 | procurement@uwf.edu |
| Christine Miller | Director | 850.474.2628 | procurement@uwf.edu |
| Monica DiMasi-Valadez | Int. Assoc. Director | 850.474.2633 | procurement@uwf.edu |
| Brittany Bezick-Hamel | Senior Buyer | 850.474.2627 | procurement@uwf.edu |
| Stacy Molinar | Senior Buyer | 850.474.2626 | procurement@uwf.edu |
| Autumn Henderson | Buyer | 850.474.2404 | procurement@uwf.edu |
| Cody Titus | Manager, Contracts | 850.474.2017 | procurement@uwf.edu |
| Dora English | Program Coordinator | 850.474.2630 | procurement@uwf.edu |
Subscriptions Subscriptions and/or renewals are to be purchased and paid using the UWF PCard.
Trade In, Equipment Departments must obtain approval from the Surplus Board and Property Manager 850.474.3113 prior to submitting a Banner Requisition to purchase new equipment with a trade-in. The approval documentation is required and is to be sent as an attachment to the Banner Requisition backup/supporting documentation before a Purchase Order (PO) can be processed or as a Procurement Restricted Item Request (Non-Furniture) backup/supporting documentation or Procurement Furniture & Fixture Request backup/supporting documentation.
Unauthorized Purchases Contact the UWF Procurement Card (PCard) Program Administrator or Internal Auditing and Management Consulting (IAMC) concerning any unauthorized/non-conforming purchases, fraud, personal purchases, or missing receipts.
Vendor Commercial Solicitation Policy In accordance with P-05.00-1/99, vendors are prohibited from entering the UWF campus for the purpose of soliciting or transacting business directly with students, faculty or other UWF personnel without PRIOR authorization. Uninvited written and/or telephone solicitations are also prohibited. If you receive an unsolicited telephone call or a visit from any sales person, please contact P&C with information about the vendor. If you receive any unethical or threatening telephone calls, emails or visits, please contact the UWF Police and Legal Counsel promptly. Visit P&C's Commercial Solicitors and Vendors web page.
Vendor Online Registration All vendors doing business with UWF are required to complete the online registration process located at P&C's Vendor Registration web page. Per Federal Tax Law, UWF must be able to determine the vendor’s type of business before invoices can be paid in full. Failure to complete the registration process could affect payments from UWF, i.e. deduction of withholding amounts from invoices. Visit P&C's Vendor Registration webpage. If the vendor is a student vendor, they are registered internally by the department - see Internal Student Vendor Registration (Confluence).
Vendor Searches To find vendors already registered with UWF, suspended and debarred vendors and certified minority vendors registered with the state visit P&C's Banner Vendor Search/List Tool (Confluence) pages.