1. Equipment on a Temporary Trial or Loan Basis

   Equipment placed on campus on a temporary trial or loan basis by a vendor must have the prior approval of Purchasing Services. Notify the corresponding buyer with make, model, location, contact and approximate value.

2. Purchases of Food Products, Room Rental and Entertainment

   University policy prohibits the expenditure of public funds for food products, entertainment or similar items with the following exceptions:

   1. The product is used directly in instruction or research.
   2. The expenditure is specifically provided for in the terms of a contract, grant or donation. Terms of the award specifically provide for conferences/meetings in performance of project. The inclusion of these conferences/meetings must however, comply with regular travel reimbursement procedures for per diem pursuant to General Services (GSA) rates.
   3. Short course or conference fees have been collected for the express purpose of paying for such items
   4. Student functions, when approved by the Student Government Finance Office.
   5. Direct payment of hotel rooms for individuals must have the prior approval of Purchasing Services. In order to make this type of payment, there must be a substantial savings to the University.
       

3. Acquisition of Printing

   Chapter 283, Florida Statutes imposes limitations on the purchase of printing or duplicating from off campus vendors. The following instructions apply to the purchase of printing:

   1. The University shall purchase, when economical, recycled paper if and when recycled paper can be obtained that is of adequate quality for the intended purposes.
   2. Preference Given Printing Manufactured in Florida Preference shall be given to bidders located within the state when awarding contracts to have materials printed, whenever such printing can be done at no greater expense than, and at a level of quality comparable to, that obtainable from a bidder located outside of the state.
   3. Items to Be Included in Bids All bid invitations issued by the University for printing shall provide in the bid conditions that all cost for delivery, storage, freight, and packing are to be prepaid by the vendor, F.O.B. the address or addresses listed on the bid invitation unless otherwise specified.

   4. Agreements with Vendors for Private Publication of Public Information Materials:

      1. The University may enter into agreements to secure the private publication of public information brochures, pamphlets, audiotapes, videotapes, and related materials for distribution without charge to the public. The University may:

         1. Enter into agreements with private vendors for the publication or production of such public information materials, by which the costs of publication or production will be borne in whole or in part by the vendor or the vendor agrees to provide additional compensation in return for the right of the vendor to select, sell, and place advertising that publicizes products or services related to and harmonious with the subject matter of the publication.
         2. Retain the right, by agreement, to approve all elements of any advertising placed in such public information materials, including the form and content thereof.
             
      2. Any public information materials containing advertising of any kind must include a statement providing that the inclusion of advertising in such material does not constitute an endorsement by the University of the products or services so advertised.
          

   5. Information to Be Supplied with Requisition:

      1. Printing requirements should be planned well in advance to permit purchase in compliance with the procedures described above.
      2. 2Adequate information should appear on the requisition to insure that the required printing is obtained. The following list of terms may be of assistance in describing the printing desired: type style, type size, color of ink, size of paper, color of paper, weight of paper, number of pages, printing on one or both sides, printing on inside of cover, stapled, stitches, perforated, scored, folded, numbered, padded, packaged.
      3. The requisition should also include the following information: date final copy will be available; date for receipt of proof, if required; date final delivery is required; point of delivery; person to be contacted in requisitioning department if additional information is required; and any other pertinent information.
      4. If samples of similar printing jobs are available, copies should be forwarded with the requisition. Should samples not be available, one copy of the document to be printed should be forwarded if available.
          

4. Information Technology Resources

   1. Chapter 282, Florida Statutes require that information technology resources may only be acquired if approved by the agency Information Resource Manager (IRM) as part of the agency Information Resource Operating Plan or any supplement thereto. The University is committed to development, deployment and operations of a productive, cost-efficient and secure information technology environment in support of its missions. The University reviews information technology purchases as necessary to meet its commitments.
   2. All software purchases of $20,000 or more are subject to review. Software purchases are those with category codes beginning with 4323.
   3. All hardware purchases of communications equipment, network equipment, telecommunications and video conferencing equipment are subject to review by the Office of Information Technology regardless of dollar value. Hardware purchases of network equipment, telecommunications and video conferencing equipment are those with category codes beginning with 4319, 4320, 4322, 4511 or 8611.

   4. Requisitions containing items meeting the review criteria in the Information Resource Review Policy are forwarded to the Information Resource Manager (IRM) for review.

      1. The IRM will complete the review within two (2) business days of receipt and notify the department submitting the requisition and Purchasing Services of the results of the review in writing.
      2. If approved by the IRM, the requisition may be subject to additional review under other policies and procedures. If disapproved, the requisition will be returned to the requesting department for reconsideration.
          

5. Term Contracts

   1. Term contracts are indefinite quantity contracts whereby a contractor agrees to furnish an item(s) or services at a specified price, during a prescribed period of time (such as three, six, nine, or twelve months, or a specified date). The specified period of time or date completes such contracts.
   2. A contract for supplies or services may be entered into for any period of time deemed to be in the best interest of the University provided the terms of the contract and conditions of renewal or extension, if any, are included in the solicitations and funds are available for the first fiscal period at the time of contracting. The performance of the University of any of its obligations under a multi-term contract shall be subject to and contingent upon the availability of funds appropriated by the Legislature of the State of Florida, the obligation of funds by the prime funding agency, or otherwise lawfully expendable for the purposes of the agreement for the current and future periods.

   3. Prior to the use of a multi term bid/proposal, it shall be determined that:

      1. Estimated requirements cover the effective period of the bid/proposal and are reasonably firm and continuing; and,
      2. Such bid/proposal will serve the best interest of the University by encouraging effective competition or otherwise promoting economies in University purchasing.
          
   4. When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the order shall be paid only for supplies or services already received under the contract.
   5. Departments will be contacted if purchases of a recurring nature indicate that a term contract would be advantageous. Information as to specifications and estimated annual usage shall be supplied by the using department. Amount Only Purchase orders may be used to consummate purchases against these contracts. Departments may request assistance of Purchasing Services in establishing term contracts.
   6. The University may acquire any commodity which is available on any term contract or price agreement executed by the State Department of Management Services when such purchase is most advantageous to the University, with price, quality, performance and other factors considered. Any such purchases by the University are exempt from competitive bid requirements.
   7. Any article, except printing, furnished by PRIDE, a private not for profit corporation established pursuant to Florida Statutes 946.515, shall be purchased by the University from this corporation, when price and quality are determined to be comparable to articles required by the University.
       

6. Maintenance or Service Agreement

   1. Departments should carefully analyze all information and select among the following 3 equipment maintenance alternatives:

      1. Assumed risk (self-insure) - where no contractual agreements are entered into and the department assumes the risk for repair or replacement of equipment.
      2. Regular maintenance agreements - where department contracts for specific number of preventative maintenance visits and repairs plus parts where needed with various service providers.
      3. University Managed Maintenance program - where department pays annual premium to contract vendor and contact service provider of their choice for preventative maintenance and repair.

      When considering these alternatives, consider the past experience of premium cost to maintenance and repair payouts. Also consider the value, age, and condition of the equipment as well as the frequency of use and critically of the equipment to the department.

   2. Requisitions for maintenance or service agreements on office machines or laboratory equipment must include the following information:

      1. Location (room number) of machine and name of contact person.
      2. Name brand, model number, serial number, and decal number of equipment.
      3. Copier maintenance requisitions should also include the monthly base rate fee and the overage cost per copy.
      4. Beginning and ending dates of maintenance period.
      5. One copy of proposed maintenance agreement. Please note that the using department is not authorized to sign and approve vendor maintenance agreements. All agreements should be submitted with the requisition for signature and approval by Purchasing Services.
          

7. Contractual Services

   1. Contractual services are defined as the rendering of a contractor of its time and effort rather than furnishing specific commodities. This definition applies to individuals who are not performing the duties of a University position. The Consulting and Professional Worksheet for contractual services shall be signed by all parties and the purchase order issued prior to the rendering of any service. For the purposes of this section, Construction is not considered a service.
   2. All procurement of contractual services in excess of $75,000 shall be evidenced by a written agreement embodying all provisions and conditions of the procurement of such services. The terms and conditions of an agreement should be stated clearly and unambiguously in order that any person would have no difficulty in determining that the precise duties and obligations undertaken by the University are not in violation of any of the laws of the state relative to the expenditure of funds.
   3. At the discretion of Purchasing Services, a contractual agreement may be required for supply items, particularly when the acquisition involves: a term contract, the furnishing of supplies with significant service and installation costs, the production of items from design or performance specifications, research and development equipment, high-value/unique/non-standard supplies and equipment, long lead time production items, or agreements involving partial payment schedules or definitive project phases.

   4. Agreements may be necessary in procurements less than $75,000 when:

      1. The requirement for an agreement is prescribed by a commanding authority, such as grant subcontracts.
      2. Procurements where an agreement is necessary to protect the University's best interests.
      3. Complex service contracts to establish the payment method, payment schedule, contract deliverables, or performance standards.
      4. Required by the contractor.
          
   5. Only university personnel specifically delegated the authority, in writing, by the President are authorized to sign agreements and financially commit the University within the limits of their delegation. No department or individual, unless specifically delegated so, may sign any agreement or represent in any manner whatsoever to an individual or business that they possess the authority to bind the University. All agreements must be signed by the person with the delegated authority. All agreements are subject to legal review and approval prior to signature, except for those specific agreements, conditions, and circumstances assigned to Purchasing Services.
       

8. Contracts

   1. Contracts for commodities or contractual services or licenses shall consist of a purchase order or bilateral agreement signed by the President or designee prior to or within thirty (30) days of the goods or services being rendered by the contractor.
   2. Any contract for the purchase of services or tangible personal property for a period of excess of one fiscal year shall include the following statement: "The State of Florida's and University's performance and obligation to pay under this contract is contingent upon an annual appropriation by the Legislature".
   3. Extension of a contract shall be for a period not to exceed 12 months, shall be in writing, shall be signed by both parties, and shall be subject to the same terms and conditions set forth in the initial contract.
   4. A contract may contain provisions for renewal. If the commodity or contractual service is purchased as a result of a competitive solicitation, the cost of any contemplated renewal must be included in the competitive solicitation. All contract renewals are subject to sufficient annual appropriations.
   5. The President shall have the authority to enter into deferred payment agreements utilizing the State of Florida Consolidated Equipment Financing Program (CEFP). When a commodity contract requires deferred payments and the payment of interest under that program, the contract will be submitted to the State of Florida Chief Financial Officer's Office for the purpose of pre-audit review and approval prior to acceptance by the University. No agreement shall establish a debt of the State or shall be applied to the faith and credit of the State; nor shall any agreement be a liability or obligation of the State except from appropriated funds.
   6. In order to promote cost-effective procurement of commodities and contractual services, the University may enter into contracts that limit the liability of a vendor consistent with section 672.719, F.S.
   7. The total value of the contract shall be the purchase price for the initial term plus all renewal costs.
       

9. Carpet

   1. All carpet installed at the University must meet the minimum following flammability requirements and all other safety tests associated with flooring installed at educational/healthcare institutions:

      1. a. DOC FF1-70
      2. b. ASTM E 84-80 Tunnel Test (75 or less flame spread rate)
      3. c. Smoke Density Test-NBS-NFPA-258 (450 or less)
          
   2. Physical Plant Division (PPD) is responsible for all facility work in E & G buildings. Health Science Center (HSC) Facilities' office is responsible for all facility work in the HSC buildings. IFAS Facilities' office is responsible for all facility work in the IFAS buildings. This includes carpet placement/replacement. Environmental Health & Safety (EH&S) is responsible for campus asbestos abatement. Each of the "Facility" offices is responsible for the administration and funding decisions concerning all carpet installations. Funding is provided by either them or University departments. Any required asbestos abatement activity related to "Facility" funded carpet removal is also funded by them. When existing carpet is glued to Vinyl Asbestos Tile (VAT), the VAT removal is part of the carpet removal as required by EH&S.
   3. Departments wishing to replace carpet at their expense can utilize the University contacts or state contracts for this service by calling the appropriate facility office or PPD/Work Management Center. Funding is provided and contract administration is accomplished. If asbestos abatement is required during carpet removal for department-funded replacement, then the department is responsible for funding this abatement.
       

10. Office Furniture

    1. Any office furniture purchased must be on a State Contract, or be equivalent or less in price to a comparable item on State Contract. A written justification must be submitted with the requisition when a department wants to purchase office furniture not on a State Contract.
    2. Any requisition to purchase a special chair because the prospective occupant has "back problems" must be approved by Environmental Health & Safety Department.

    3. At the discretion of Purchasing Services, furniture may be purchased up to the following guidelines without a written justification:

       1. Office Chair - $675
       2. Sofa - $1,400
       3. Love Seat - $1,100
       4. Wing Back Chair - $800
       5. End Table - $400
       6. Coffee or 48" Conference Table - $600
           
    4. Other furniture purchases under $2500-The University has the option to purchase from non-contract vendors provided the cost is below $2500.

    5. Portable room partitions are walls or dividers that are a substitute for standard walls. They are usually sold by furniture suppliers and can be wired for electrical/computer/telephone. Partitions serve a valuable function when correctly installed in "open concept" interior spaces. Partitions meeting any of the following conditions will be treated as real property, will require adherence to normal administrative approval rules, and will require the completion of a Minor Project/Construction Request (Form 90). This includes partitions that:

       1. Impact Fire and Safety Codes in any way including fire sprinkler system/sprinkler locations and fire egress.
       2. Are directly wired to the building for electricity (have a power panel) and/or telephone, data and video.
       3. Exceed 72 inches in height.
       4. Impact the existing lighting or the space to be partitioned.
       5. Attach to or abut two or more existing walls.
       6. Exceed 20 total linear feet.
       7. Have doors.
       8. Will affect the room numbering scheme.
       9. All locks must be compatible with applicable master keying for the facility in which the partition is installed.
       10. Partitions and partition installations must meet all fire, construction, and life safety codes.
            

11. Trade in of University Owned Property

    1. No University property may be removed or disposed of without first obtaining the approval of Asset Management Services.
    2. Departments wishing to trade in equipment must submit a requisition for the commodity to be purchased and include the following information about the equipment to be traded: noun name, model number, serial number, and UF decal number. An approved "Report of Survey" form authorizing disposal by trade-in should be sent to Asset Management Services.
    3. Purchasing Services will evaluate the price for the equipment that is to be traded following established purchasing procedures.
    4. University Property Services will hold the Report of Survey until the new item is received and will process the trade-in when the new item is put on the Property Master File.
    5. To determine the appropriate bid/quote level requirements involving trade-in property, the value of the trade-in property and the price of any new equipment is combined together (not deducted) to calculate the net total value of the transaction.
        

12. Motor Vehicles, Watercraft or Aircraft

    1. It is the intent of the University to purchase vehicles with the highest fuel efficiency and therefore lowest greenhouse gas emissions. See the purchasing website for additional information on vehicle purchases.
    2. Vehicles owned, leased or operated by the University are available for official University business only.

    3. Purchasing Services has the authority to:

       1. Establish standard classes of motor vehicles to be leased, purchased or used by University personnel.
       2. Acquisition may be by purchase, lease, installment-purchase, loan, or by any other legal means and may include a trade-in. All motor vehicles purchased or leased shall be of a class that will safely transport University personnel and adequately meet the requirements of the University.
           
    4. Motor vehicles owned, leased or operated by the University shall be available for official University business only.
    5. Approval - The University shall not acquire any motor vehicle, watercraft or aircraft through purchase, lease, lease purchase or transfer from another public entity without Purchasing Services approval.

    6. The requesting department shall submit a requisition to Purchasing Services complete with the following information:

       1. Completed written request for purchase of vehicle;
       2. If the vehicle is on State Contract, enter the State Specification and Contract number on the requisition;
       3. If the vehicle is not on State Contract, a complete detailed specification, including optional equipment, must be included in the requisition. Justification for the purchase as a contract exception must also be submitted.
       4. A justification on the need for the vehicle including a discussion regarding the particular type/style of vehicle selected, and any extra features provided above and beyond the base vehicle configuration.
          
    7. The following vehicles need prior approval by Environmental Health and Safety (EHS) before purchase, to make sure the appropriate training has been obtained. They are:
       
       1. Minivans or Vans
       2. Agricultural Farm Equipment
       3. Agricultural Tractors
       4. All Terrain Vehicles
          
    8. Upon receipt of the required document, Purchasing Services shall complete the acquisition following established purchasing procedures. Physical Plant's Motor Pool Division shall be notified upon issuance of the purchase order for vehicle and will be responsible for processing the vehicle into the University's fleet pool.
        

13. Radioactive Materials and Radiation Emanating Equipment

    Radioactive materials and radiation emanating equipment (lasers and X-rays) are controlled by the University's Radiation Central Office (RCO) at Environmental Health and Safety. Approvals for the purchase of radioactive materials and radiation emanating equipment must be received by the RCO in advance. Only the RCO may receive and transport radioactive substances. The using department must comply with all University guidelines and directives regarding the safety, storage and disposal of these materials.

14. Controlled Substances

    Controlled substances may be ordered by licensed personnel and must provide a copy of the license along with the requisition to Purchasing Services. The using department must comply with all University guidelines and directives regarding the safety, storage and disposal of these materials.

15. Live Animals

    Live animals may only be ordered with the approval of the Department of Animal Care Services. The using department must comply with all University guidelines and directives regarding the safety, and handling of live animals.

16. Hazardous Materials and Equipment

    1. All hazardous supplies, equipment and services are controlled by Environmental Health and Safety (EHS) and must be approved by them prior to purchase. These include:

       All renovation and construction Air purifying respirators Anaerobic chamber Asbestos decontamination or removal Autoclave and sterilizer Autopsy supplies and equipment Bacteria Fungi Bench top fume collection cabinets Biological safety cabinets Boilers & pressure vessels Bulk storage tanks Cleaning of kitchen exhaust systems Compressed gas cabinets Disaster recovery services Dioxins and Tri-, Tetra- and Pentachlorophenol Electron Microscopes Environmental growth chamber Explosives and fireworks Eyewash stations and safety showers Fall protection devices (harnesses & lanyards) Fire fighting equipment Fire suppression systems Food service equipment Fume hoods

       Hazardous waste disposal Ice machines Isolation glove chamber Gas chromatographs Kitchen cooking appliances Kitchen exhaust systems Lab oven or furnace Lab vectors Lasers Liquid scintillation counter Microwave ovens for labs Ozone generators Personal monitoring or detection equipment (confined space meters, gas meters, survey meters and dosimeters, etc.) Portable air cleaning devices Radioactive materials Refrigerators & freezers Repair of equipment that is required to be sent off campus (certification of cleaning and decontaminating will be required) Self contained breathing apparatus Tank and Cylinder and accessories Toxins Viruses Walk in refrigerator or coldroom X-ray machines

    2. The using department must comply with all University guidelines and directives regarding the safety, storage and disposal of hazardous materials ("Hazmat").

17. Moving Expenses

    1. Moving expenses for Faculty, Teams, and University Support Personnel System employees must be approved in advance by a Dean or Director. Only direct payments to University contract moving vendors are authorized. Authorized expenses include packing, shipping, and storage of household goods or a mobile home and reasonable expenses incurred for moving an automobile. Charges for unpacking and extra insurance are not allowed and must be paid separately by the party being moved at the time of delivery. Household goods are the personal effects and property of a current or prospective employee. Mobile home is any vehicle that is used as a primary residence by a current or prospective employee.
    2. "Request for Approval to Pay Moving Expenses" form completed after the move has taken place must be approved by the Provost, Vice Provost or Vice President and may not be a direct pay to the vendor.
    3. Not included in "Moving Expenses-Household Goods" are professional equipment and/or books necessary for job performance and housed at the University. Requests for moving laboratory equipment and professional books should be submitted on a separate line item of the requisition as freight. A detailed inventory of equipment being moved must be completed and submitted to the Risk Management Office prior to the move, for insurance purposes.
        
       1. Requesting Department Responsibility - Submit to the Purchasing Department: the requisition and the "Request for Approval to Pay Moving Expenses" form, signed by the Dean or Director, if move weight is expected to be above 15,000 lbs, the Vice President's signature is required. The requisition for the move must include: name of the new hire, the current address or address where the goods will be moving from, the anticipated date of the move, and the telephone number and/or email address where the individual can be contacted. Depending on the availability of funds, the department may agree to pay the entire amount of the move, or agree to pay a fixed amount with the employee paying the remainder. In this instance, the purchase order will be for that portion of the fixed amount authorized by the department. The employee must pay the difference of the actual cost of the move when the household goods arrive at their destination.
       2. Purchasing Services' Responsibility - To assign the move to a contracted carrier. Issue the purchase order after receipt of approval and moving company estimate. Make final arrangements with the commercial common carrier with regard to invoice and payment procedures. Assist the department and employee regarding the move.
           

18. Cellular Telephones

    See the Cell Phone and Wireless Communication Device Directive.

19. DSL or Cable Internet Connections in Personal Residences

    It is Finance and Administration's opinion that a DSL or cable internet connection at a personal residence constitutes an employee perquisite and should be processed as such through the Division of Human Resources. Please see the HR website at for complete instructions on perquisites.

20. General Safety Supplies, Equipment and Services

    All general safety supplies, equipment and services need prior approval by Environmental Health and Safety (EHS) before purchase. They include:

    • Defibrillator or AED's
    • Ergonomic support aids
    • Respiratory dust masks
    • Insurance