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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

All Purchases Requiring a Binding Agreement or Insurance

A document requiring a signature making certain actions either required or prohibited.

For all Leases, please contact Contract Administration 562-985-4558.

Requisition Required?

Yes

If a requisition is required, the minimum time for generating a dispatched purchase order:

A minimum of 10 working days after Purchasing receives all completed documentation.

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?

Campus and Foundations - All Goods & Services purchases between $50,000 - $100,000 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 $50,000 is at the discretion of the Purchasing Department as to whether additional quotes are required.

Purchases over $100,000 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 & Services purchases between $10,000 - $49,999 require at least 2 informal quotes. Anything between $50,000 - $100,000 require 3 informal quotes. Purchases over $100,000 require a Request Formal Proposal (RFP).

Review Terms and Conditions.

Obtain approvals from appropriate areas.

Additional Forms or Requirements?

The binding agreement must be signed or agreed to by the Director of Procurement and Contractual Services or their designee on behalf of the campus.

The COO of the Research Foundation and the AVP of the 49er Foundation are the authorized signatures for contracts and agreements within those business units.

Risk Management Review Required?

Yes

Payments and Approvals

  • Check or ACH payments are issued for POs
  • Documents required for this type of payment:
    • Supplier Invoice or signed contract clearly outlining purchase details and payment terms.
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO and receipt of goods through Shipping & Receiving (no action required by requester)
      • Authorized stamp on invoice referencing PO# and Acknowledgement of Service
      • Approved Payment Request Form
      • Electronic approval (via email)

NOTE: Invoices received by Accounts Payable, prior to payment, are routed to the requester or approver to verify receipt of service or items. Reference the Invoice Approval Process for more information.

Additional Notes

The Purchasing department must process all contracts requiring a signature regardless of the dollar amount of the goods or services.

Included within this category are off-site facilities. Examples of off-site facilities include the following;

  • Hotels
  • Conference Centers
  • Restaurants
  • Country Clubs

Common GL Account(s) to Use

  • 613001 - Contractual Services
  • 660922 - Hospitality Expense

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