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California State University, Long BeachCalifornia State University, Long Beach

Procurement & Contractual Services

Drones

Also referred to as an Unmanned Aerial Vehicle (UAV), flown under the control of a human operator from a ground-based controller.

Requisition Required?

Yes

If a requisition is required, the minimum time for generating a dispatched Purchase Order (PO):

45 days

Administrative Guidelines Related to this Purchase?

Key Purchasing Requirements and Quote/Bid Thresholds?

Campus - All Goods & Services purchases between $50,000 - $500,000 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 $500,000 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).

Additional Forms or Requirements?

  • Must meet all regulatory requirements.
  • Requires pre-approval from both Risk Management and ORSP prior to purchase.
  • Must complete the form E & IT Checklist.
  • Contract review by Purchasing if T&C's included on a click through agreement.
  • Must meet EPEAT standards. See notes.
  • Determine level of data/information security stored using Information classification standard.

Risk Management Review Required?

Yes

Payments and Approvals

  1. Check or ACH payments are issued for POs
    Documents required for this type of payment:
    • Supplier Invoice
    • E&IT Checklist (approved by Purchasing)
    • Delegated approval (DOA) using one of the following options
      • Dispatched PO & 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

Common GL Account(s) to Use

  • 616002 - I/T Hardware Non Capitalized
  • 616003 - I/T Software Non Cap
  • 616005 - I/T Miscellaneous Costs
  • 616802 - I/T Software Capitalized
  • 619001 - Other Equipment Capitalized
  • 619002 - Instructl Equipt Capitalized
  • 619800 - Instructl Equipt NonCapitalized
  • 619803 - Oth Equipment NonCapitalized

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