UF Purchasing

For UF Departments

Add Vendor
Authority to Sign Contracts
Change Orders
Commodity Code List
DSL/Cable Internet in
    Personal Residences

Environmental Health &
   Safety Approval

FAQs
Freight Terms
Independent Contractors/
    Consultants

Lease of Space
Local Vendors
   Best Buy
   Sam's Club
Moving
myuf Market
PCard
Purchasing Directives
Quote Levels
Reconciliation Process
Software License
    Agreements

    (see Section D)
Sole Sources
Sponsored Research
    Exemption

Vehicles
Vendors with Valid
    Insurance

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 Machen 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 Purchasing, the Associate Directors, the Assistant Directors, and the Purchasing Coordinators.

If you have been given authority to sign certain contracts, it is incumbent upon you to learn what is acceptable contract language.

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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.

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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:

In addition, the following specific chemicals will need EH&S approval:

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FOB Terms

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.


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Quote Levels

Non-Contract Vendors

Contract Vendors
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.

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Sole Sources

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. Purchasing 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 Purchasing 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 Purchasing 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 "Purchasing Approval, Purchasing Agent's Signature and Authorized Signature"lines will be signed by Purchasing.

The written quote, any other technical documentation and the requisition with departmental level approval, should then be forwarded to Purchasing.

What does Purchasing do now?
Purchasing 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 Purchasing 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 Purchasing 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.

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