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Procurement 101

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The Office of Procurement and Contracting welcomes new faculty and staff to the University. The following provides you a brief overview of the procurement and contracting process here at East Stroudsburg University.

As a public entity and a member of the Pennsylvania State System of Higher Education (PASSHE) certain bidding requirements are either mandated or have been adopted by East Stroudsburg University as good business practice. The Commonwealth of Pennsylvania Procurement Code known as Act 57 requires that bids be solicited for all purchases exceeding the competetive bid threshold with a few specific exceptions. Any exception to the competitive bidding requirement must be approved in advance by Procurement and Contracting.

All procurements must be authorized in advance by Procurement and Contracting.

Any tangible object is considered to be a commodity/good and procured through a Purchase Order (PO). Services are considered to be an intangible product and are procured through a Service Purchase Contract (SPC). Services include but are not limited to services provided by speakers, conference/workshop site providers, repairs to equipment, etc.

Once the need for a commodity/good or service is known, a requisition must be entered into the SAP financial system.

A Purchase Order, Service Purchase Contract and/or any other contract must be fully executed before the good is received or a service commences. Signature requirements also known as Contracting Authority for a Purchase Order, Service Purchase Contract and/or any other contract are dictated by University policy. The primary person delegated with the authority to enter into contracts on behalf of the University is Kenneth Long, Vice President for Administration and Finance. No other person on campus has the authority to enter into contracts unless that authority is delegated in advance and in writing by Mr. Long. More information regarding University signature authority is available here.

Generally Purchase Orders will be processed within 5 -7 business days of receipt of the requisition by Purchasing. If the item requested needs to be bid please allow 2 – 3 weeks to process the Purchase Order. Generally Service Purchase Contract requires a minimum of 3 - 4 weeks to be completed by Purchasing.

Training opportunities are available for the campus community on how ESU purchases goods and services and SAP/E-requisitioning. To request an individual or group training session on either, please contact Denise Aylward.

For more information please call (570) 422-3206 or visit our office at 145 Ridgeway Street. We look forward to working with you to support your needs.