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Technology Purchasing Procedures based
on Threshold Amounts

This page provides guidance and a detailed overview of the approval requirements for each level and type of purchase. This framework is required for any technology purchase and it provides for improved flexibility and authority for Deans and School Techs in supporting faculty, staff, and students across campus at FSC.

Before you start any purchasing process please make sure funding has been secured.

Under $2,500 Technology Purchases

Purchases under this category may be paid with tech fee allocation or OTPS budgets:
Computer peripherals, accessories can be purchased without additional documentation.

  • May be purchased by authorized purchasers on a P-Card.
    • Technology purchases require School Tech or IT (non-academic departments) consultation/approval.
    • School Tech or IT (non-academic departments) consultation/approval should be attached as part of the normal backup documentation during monthly PCard reconciliation.
    • Any purchase of $500 or less must be purchased utilizing a P-card and not with a Purchase Order. This does not pertain to Software or an order where a vendor does not accept a credit card payment.
    • Purchases that contain a contract or agreement need to be purchased using a Purchase Order.
    • Purchaser may choose vendor without obtaining quotes from competition.
  • Follow the same process if a purchase requisition is required.
  • The Procurement Pre-Approval Form must be completed for software or other contracts regardless of price.

$2,500-24,999 Technology Purchases

If documented and approved through the annual departmental budgeting spreadsheet:

  • Requires only School Tech or IT (non-academic departments) consultation/approval
  • OGS State Contract purchases, including Standard Configurations, do not require quotes regardless of price.
  • May be purchased by authorized purchasers.
    • Written documentation of reasonableness of price or at least three informal quotations are required and should be kept with the individual initiating the purchase.
    • If there is no competition available, a sole source justification or reasonableness justification with requisition or requisition number written on it is required.
      • Comparing the quoted price with the price for the same or similar item or services within the last six months.
      • Comparing the quoted price with prices in various wholesale/retail publications.
      • Reviewing the commodity and/or service that was previously accepted by the College at a similar price.
      • Comparing the price as offered with the current market value of the same product.
    • MWBE vendors encouraged but not required.
  • The Procurement Pre-Approval Form must be completed for software or other contracts regardless of price.

If NOT documented and approved through the annual departmental budgeting spreadsheet, please consult with your Chair, Dean or Director.

$25,000-49,999 Technology Purchases

If documented and approved through the annual departmental budgeting spreadsheet:

  • Requires only School Tech or IT (non-academic departments) consultation/approval
  • OGS State Contract purchases, including Standard Configurations, do not require quotes regardless of price.
  • May be purchased by authorized purchasers.
    • Written documentation of reasonableness of price or at least three informal quotations are required and kept within the department initiating the purchase.
    • If there is no competition available, a sole source justification or reasonableness justification with requisition or requisition number written on it is required.
      • Comparing the quoted price with the price for the same or similar item or services within the last six months.
      • Comparing the quoted price with prices in various wholesale/retail publications.
      • Reviewing the commodity and/or service that was previously accepted by the College at a similar price.
      • Comparing the price as offered with the current market value of the same product.
    • At least one quote required from an MWBE vendor.
  • The Procurement Pre-Approval Form must be completed.

If NOT documented and approved through the annual departmental budgeting spreadsheet, please consult with your Chair, Dean or Director.

$50,000-125,000 Technology Purchases

If documented and approved through the annual departmental budgeting spreadsheet:

  • Contact Purchasing before starting the purchasing process.
    • Have the subject matter expert looped in when first contacting Purchasing.
    • Have a rough estimate of the cost for the item to be purchased.
    • Have written specs for the item to be purchased.
    • After contacting Purchasing start the Procurement Pre-Approval Form.
  • Minimum of three bids solicited by Purchasing (only purchasing department can perform bidding).
  • Purchasing can use discretion up to $200,000 to award a diversity supplier.

If NOT documented and approved through the annual departmental budgeting spreadsheet, please consult with your Chair, Dean or Director.

$125,000 and up Technology Purchases

If documented and approved through the annual departmental budgeting spreadsheet:

  • Contact Purchasing before starting the purchasing process.
    • Have the subject matter expert looped in when first contacting Purchasing.
    • Have a rough estimate of the cost for the item to be purchased.
    • Have written specs for the item to be purchased.
    • After contacting Purchasing start the Procurement Pre-Approval Form.
  • Formal Bid required.
  • Purchasing will obtain sealed bids.

If NOT documented and approved through the annual departmental budgeting spreadsheet, please consult with your Chair, Dean or Director.  

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