Purchasing

Dollar Thresholds

• All Purchases of goods and/or services $15,000 or less should be accompanied by a written quote as a good business practice.
• Purchases of $15,000.01 to $149,999.99 is the level at which all purchases must have 2-3 written quotes.
• Purchases of $150,000 or greater is the level at which Procurement Services may perform formal solicitations for commodities and contractual services and advertise such in accordance with University Regulations.

Contract Signature Delegations

• In accordance with FGCU Policy 1.013, the University's attorneys must review every contract to ensure that the terms are appropriate. Furthermore, Delegation number 3-07 delegates the Director of Procurement Services to execute contracts for the purchase of commodities and contractual services up to $500,000.
• Purchases of $500,000 to $999,999.99 is the level at which countersignature by the Vice President of Administrative and Finance is required to execute contracts for commodities and contractual services.
• Purchases of $1,000,000 or more require countersignature by the University President to execute contracts for commodities and contractual services.

Other Considerations

• Leases of space totaling 5,000 or more square feet should be performed by competitive solicitation by Procurement Services.
• Hardbound books over $250 or other purchases of commodities $5,000 or greater, per item, are considered capital fixed assets and must be tagged for property tracking.

Unless otherwise stipulated on the Purchase Order or contract, all invoices should be submitted directly to the University's Accounts Payable Department.  Florida Gulf Coast University is exempt from Florida state sales taxes.  The exemption number appears on the face of the vendor Purchase Order copy.  Payment may be delayed if invoices or packages do not reference a University purchase order number.

Unless otherwise stated in a Purchase Order or solicitation document, all deliveries must be F.O.B. Destination at the vendor's expense.  This expense may be included as a part of the product cost or as a separate line item in a quote or solicitation response.

Unless otherwise stated in the contract documents, deliveries are to be made to Central Receiving.  Freight deliveries can only be accepted at Central Receiving.

University departments are encouraged to directly contact vendors in an effort to resolve any dissatisfaction with product, warranty, or service performance. When problems are not resolved to the user's satisfaction, departments are encouraged to contact the Office of Procurement Services for assistance. The Office of Procurement Services then forwards the complaint to the vendor.  A vendor receiving the complaint is urged to act immediately to resolve the complaint.