Equipment

Mechanical equipment that connects to a utility (power, water, air, or gas) or is physically attached (drilling a hole or affixing something to a wall) to a building or structure. Common types of equipment fitting this category include appliances (e.g. refrigerators, washing machines, clothes dryers, dishwashers, microwaves) or lab equipment.

This does not include technology equipment, refer to the TECHNOLOGY transaction type.

This does not include furniture, refer to the FURNITURE transaction type.

Yes, and if the purchase will be from a foreign supplier, please submit the Foreign Purchase requirements with the requisition.

A minimum of 10 working days after the requisition arrives in the Procurement Review workflow step in CSUBuy.

If a ProCard exception is going to be requested to make a equipment purchase, follow the instructions on how to enter that exception in CSUBuy.  These instructions are available at this link: CSUBuy CDBO ProCard Exception Process

  • For any equipment that may be used in a classroom with students, it must go through the ATI process.
  • Campus and Foundations thresholds
    • All Goods and Services purchases between $100,000 - $250,000 require a minimum of 3 competitive quotes. If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).
    • Anything under $100,000 is at the discretion of the Procurement Department as to whether additional quotes are required.
    • Purchases over $250,000 require a Request Formal Proposal (RFP). If obtaining quotes from small or disabled veteran businesses, then only 2 quotes are required from the same classification (for example, 2 small business quotes).
    • Foundation “G” (Grants) Funds - All Goods and Services purchases between $10,000 - $99,999 require at least 2 informal quotes. Anything between $100,000 - $250,000 require 3 informal quotes. Purchases over $250,000 require a Request Formal Proposal (RFP).

The Goods and Services Request Form in CSUBuy must be completed each time a request is submitted on a requisition or for a ProCard Exception.  Your requisition will be routed in requisition workflow to Beach Building Services (BBS) Campus Deputy Building Official Program (CDBO) after you answer the below identified questions as required by CSULB procedures.  Answer “Yes” to the “Does the equipment or its components require additional handling?” question.  Answer “No” to the “Have prior communications and/or arrangements been made with your campus Facilities and/or Capital Planning departments?” question.

Once approved by CDBO, your requisition will arrive at the Procurement Review workflow step.

Ensure property assets are properly tagged.

By accepting a contract with the CSU, Contractors must certify they are neither nor its principals or its subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions by any federal department or agency (2 Code Federal Regulations[CFR] 180.220, in accordance with the Office of Management and Budget guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1986 Comp., p. 189) and 12689 (3 CFR Part 1989 Comp., p. 235).

 For contracts using both, CSU and federally awarded funds, a debarment check must be completed prior to issuing any procurement contracts of goods or services that are $25,000.00 or greater.

Risk Management Review Required?

As determined by Purchasing.

  1. Permitted Payment Options: Subject to the above requirements.
    1. PO –Allowed
    2. ProCard – Not Allowed -Unless a ProCard exception has been granted by Procurement Services.
    3. One Card –Not Allowed -Unless a ProCard exception has been granted by Procurement Services.
    4. Direct Pay –Not Allowed
    5. Employee Reimbursement – Not Allowed
  2. Documents required:
    1. Supplier Invoice
    2. Additional required documents are listed under the Additional Forms or Requirements section above.
    3. Delegated approval (DOA) using one of the following options
      1. Purchase Order (PO)
        1. Dispatched PO & receipt of goods through Shipping & Receiving (no action required by requesting department other than entering a receipt of the items if necessary)
        2. Authorized stamp on invoice referencing PO# and Acknowledgement of Service
        3. Electronic approval (via email) sent directly to fisinvoiceapproval@csulb.edu  
    4. Contingent Documents
      1. If the supplier is not currently in CSUBuy, then complete the New Supplier Request form in CSUBuy. If foreign supplier purchase, the registration process through CSUBuy will handle the foreign supplier requirements during the registration.  If the request is for a ProCard exception, requesting department needs to get approval from Accounts Payable before submission of the exception request.
  3. Payment Notes:
    1. All checks will be mailed by the Accounts Payable department

Common GL Account(s) to Use

  • 616001 - I/T Communications
  • 616002 - I/T Hardware
  • 616003 - I/T Software
  • 619001 - Other Equipment
  • 619002 - Instructional Equipment

Refer to your Division/College/Department for additional policies and procedures.