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.
The Principal Investigator (PI) is responsible to verify that all PCard purchases have been appropriately coded and approved prior to the purchase as required under OMB Circular A-21 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 Information web page for more information.
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 FS 1004.22. The PI should adhere to the procedures in the Request for Sponsored Research Purchasing Exemption (Excel). 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 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.