- Add Vendor
- Authority to Sign Contracts
- Change Orders
- Commodity Code List
- DSL/Cable Internet in Personal Residences
- Environmental Health & Safety Approval
- Freight Terms
- How to Purchase Software
- Independent Contractors/Consultants
- Lease of Space
- myuf Market
- Procurement Directives
- Quote Levels
- Reconciliation Process
- Sole Sources
- Sponsored Research Exemption
- Year-End Information
For UF Departments
On this page you will find links to tips, terms, and definitions designed to assist you. Some of the links at right will take you to information found on this page or elsewhere on this web site, while others will open a new window to take you to another UF web site.
Authority to Sign Contracts
Departments should not sign contracts unless they have received delegated authority from President Fuchs to do so. If you sign a contract when you have no authority, you may become personally liable for the contract provisions.
Certain contract terms appear commonly in contracts but are not legal for State of Florida employees to sign. Some of these are: governed by the laws of any state other than Florida, indemnification or hold-harmless clauses, contracts with automatic renewals but no cancellation or termination clause. Other clauses are required by statute: providing for open records and cancellation for lack of appropriation if the contract continues across fiscal years. Contracts for purchases (the University is obligated to make payments) have been delegated to the Director of Procurement, the Associate Directors, the Assistant Directors, and the Procurement Coordinators.
If you have been given authority to sign certain contracts, it is incumbent upon you to learn what is acceptable contract language.
DSL/Cable Internet in Personal Residences
Cellular telephones and wireless communication devices, such as Palm Pilots and Blackberries, are not deemed to be employee perquisites. However, this policy does not apply to DSL and Cable Internet connectivity at a personal residence. A DSL or cable Internet connection at a personal residence constitutes an employee perquisite and should be processed as such. Please see the Perquisites section of UF Human Resource Services’ web site for assistance with the request form.
Items Requiring Environmental Health & Safety Approval Prior to Purchase
On- and off-campus sites, including all IFAS Stations, will be required to obtain pre-approval from Environmental Health & Safety (EH&S) before purchasing the following:
- Agricultural Farm Equipment >$1000
- Agricultural Tractors >$1000
- Air Purifying Respirators
- All Terrain Vehicles
- Bench Top Fume Collection Cabinets
- Biological Safety Cabinets
- Boilers and Pressure Vessels
- Bulk Storage Tanks
- Cleaning of Kitchen Exhaust Systems
- Compressed Gas Cabinets
- Electron Microscopes
- Explosives and Fireworks
- Eyewash Stations and Safety Showers
- Fall Protection Devices (Harnesses and Lanyards)
- Fire Suppression Systems
- Fume Hoods
- Gas Chromatographs
- Kitchen Cooking Appliances
- Kitchen Exhaust Systems
- Lab Vectors
- Liquid Scintillation Counters
- Microwave Ovens for Labs
- Ozone Generators
- Personal Monitoring or Detection Equipment (Confined Space Meters, Gas Meters, Survey Meters, Dosimeters, etc.)
- Portable Air Cleaning Devices
- Radioactive Materials
- Refrigerators and Freezers
- Repairs of equipment that require it to be sent off campus (certification of cleaning and decontaminating will be required)
- Self Contained Breathing Apparatus
- X-Ray Machines
In addition, the following specific chemicals will need EH&S approval:
- Tri-, Tetra- and Pentachlorophenols
- Any Items Prohibited by Law, Regulation or Policy
|Freight Term||Ownership||Payment Term|
|F.O.B. Origin / Freight Prepaid & Charged||Ownership passes to UF when product is signed for by the carrier at the vendor’s shipping point. (UF owns product in transit)||UF is billed by and pays vendor freight charges.|
|F.O.B. Origin / Freight Prepaid & Allowed||Ownership passes to UF when product is signed for by the carrier at the vendor’s shipping point. (UF owns product in transit)||University is not billed. Vendor pays the freight charges.|
|F.O.B. Origin / Freight Collect||Ownership passes to UF when product is signed for by the carrier at the vendor’s shipping point. (UF owns product in transit)||Upon delivery, UF is billed by or pays the carrier for freight charges.|
|F.O.B. Destination / Freight Prepaid & Charged||Ownership passes to UF when the carrier delivers the product to the delivery point specified by UF. (Vendor owns product in transit)||UF is billed by and pays vendor for freight charges.|
|F.O.B. Destination / Freight Prepaid & Allowed||Ownership passes to UF when the carrier delivers the product to the delivery point specified by UF. (Vendor owns product in transit)||UF is not billed. Vendor pays freight charges.|
|F.O.B. Destination / Freight Collect||Ownership passes to UF when the carrier delivers the product to the delivery point specified by UF. (Vendor owns product in transit)||Upon delivery, UF is billed by or pays the carrier for freight charges.|
- Requisition Total below $10,000: No quotes required, but encouraged.
- Requisition Total between $10,000 & $75,000: 3 or more WRITTEN quotes attached or faxed to your Procurement Office.
If the item is on State or University Contract, you only need to obtain the hard copy quote from the vendor you are ordering the item from. No additional quotes are necessary.
Be sure to attach the quote to your requisition in myUF Market.
What is a Sole Source?
A Sole Source is an item or service is that is only available from one source, regardless of its price. This may be due to uniqueness, newness on the market, the item being patent protected, etc. A lower price, faster delivery time and/or preferring to do business with a company is not a valid reason for selecting a particular company. Procurement can only accept a true Sole Source as justification to waive the bid requirements for purchases over $75,000.
How do I prepare a Sole Source?
The first step is for the Principle Investigator (PI) and/or program Administrator to determine what is needed to accomplish the research/project. (We in Procurement rely on the PI’s to be the “resident authority” on the item they are wanting). Once the item has been identified as only available from one source, then the vendor should provide a written quotation. Please note that written quotes are normally only good for 30 days and Procurement will return the requisition and attachments if the time period has expired.
Once the quote is received, the Sole Source Certification form answers should be typed and all items should be answered thoroughly, in layman’s terms. Do not leave any question blank.
The PI should then sign the Sole Source Certification under the “Department Approval, Principle Investigator’s Signature” heading. The “Procurement Approval, Procurement Agent’s Signature and Authorized Signature”lines will be signed by Procurement.
The written quote, any other technical documentation and the requisition with departmental level approval, should then be forwarded to Procurement.
What does Procurement do now?
Procurement then reviews the requisition and Sole Source and all documentation for accuracy and then contacts the selected vendor for verification of information. We may also contact other vendors who carry similar products and verify that the information is correct. Once the Sole Source is verified, we complete a Procurement Agent Analysis form and document our findings as well as the authenticity of the information provided by the department.
The approved Sole Source is presented to the Director or Associate Director of Procurement for approval. Once it is signed, we are required to post the Sole Source for 72 hours. This 72 hours is comprised of 3 business days (excludes weekends and holidays). If no vendor protests, we can then assign a PO number.