Procurement

Procurement for Federally Sponsored Projects

When a purchase is funded by a federal grant or sponsored award, additional rules apply beyond Occidental College's standard purchasing policies. These requirements come from the federal Uniform Guidance (2 CFR § 200) and are designed to ensure that federal funds are spent competitively, transparently, and in the public interest.

The Business Office administers procurement processes in coordination with the Principal Investigator (PI) and the Sponsored Research Office. PIs and departments are responsible for following these requirements on any purchase charged to a federally sponsored project. The Sponsored Research Office is available to help you navigate this process, contact them early when planning significant purchases.

Non-compliance with federal procurement requirements can result in costs being disallowed, meaning the College, not the federal agency, may be required to cover those expenses.

Federal Bid Opportunities Over $250,000

Federal regulations require that solicitations for purchases exceeding the Simplified Acquisition Threshold (currently $250,000) be publicly advertised. Occidental College posts all qualifying solicitations on this page.

Solicitation types include:

  • Invitation for Bids (IFB)
  • Request for Proposals (RFP)
  • Request for Quotes (RFQ)
  • Addenda to existing solicitations

Interested suppliers must follow the instructions in the solicitation to be considered for award. For questions, contact the Purchasing Agent or Contracting Officer identified in the solicitation.

Current Opportunities

No bid opportunities at this time. Please check back regularly.
 

Procurement Methods by Dollar Threshold

May be made without competitive quotes if the PI considers the price reasonable.The purchaser must determine and document that the price is reasonable based on factors such as catalog pricing, prior purchases, or market knowledge.

Purchases in this range require price or rate quotes from at least three qualified vendors.

The PI must:

  1. Prepare a clear description of the technical requirements for the goods or services needed.
  2. Submit the description to the Sponsored Research Office for review.
  3. Solicit quotes from at least three vendors.
  4. Forward all quotes and vendor selection documentation to the Sponsored Research Office for the grant file.

 

Purchases exceeding $250,000 require a formal, publicly advertised sealed bid process. A fixed-price contract is awarded to the lowest responsive and responsible bidder.

The PI must:

  1. Prepare technical requirements and submit to the Sponsored Research Office for review.
  2. Perform a cost and price analysis 
    1. This analysis should be completed independently, before bids are received and evaluate whether the proposed price is fair and reasonable given the scope of work
    2. For contracts without price competition, address profit as a separate negotiated element, taking into account complexity, risk, past performance, and comparable industry rates.
  3. Work with the Business Office to issue a public Solicitation for Bid.
  4. Receive and evaluate sealed bids; select the qualified vendor offering the lowest price.

Sole source purchasing (i.e, obtaining goods or services from a single vendor without competition) is only permitted under specific circumstances:

  •  The item or service is available from only one source
  • An emergency exists that does not allow time for competitive solicitation
  • The federal awarding agency has expressly authorized a noncompetitive purchase in writing
  • After soliciting multiple vendors, competition is determined to be inadequate

Contact the Sponsored Research Office before proceeding with any sole source purchase on a federal award.

Contact Business Office
AGC Administrative Center

Rooms 100, 114, 117
1600 Campus Road M-20
Los Angeles, CA 90041

Phone: (323) 259-2660
business@oxy.edu