Purchasing
Learn More About the UPRM Purchasing Office
What is the Purchasing Office?
The Purchasing Office handles all aspects related to purchase orders required by research projects and administrative offices in the R&D Center. The services provided by the purchasing office include order requisitions, price quoting, purchase order generation and submission, waivers, suppliers’ registry, Law 30 compliance, and purchase closure, among others. The purchase office staff includes one supervisor, two purchasing agents, and one administrative assistant.
Services
Sole Supplier Requisitions
These can be processed with just one (1) quotation, letter of justification of purchase by the researcher and letter as sole supplier by the company (Evidence of exclusivity may be required to the supplier). These 3 documents are sent to the General Services Administration (ASG) to request a waiver. The quote may be obtained by fax, mail or email. Downloaded internet web pages are not accepted as valid quotations. If the acquisition is for equipment which was approved as such in the proposal (proposal approved indicates equipment to be acquired, as well as the name of company which will supply it), the three quotations are not needed. Only an up-to-date quotation from the approved supplier is required. A justification of the purchase order letter is required to request a waiver.
All quotations must be signed. The order will be placed to the lowest bidder. However, if only one company provides a price quote, or there is a sole supplier, a justification and the sole supplier are required. The researcher must issue a proper and reasonable justification. Evidence of exclusivity may be required to the supplier.
Research-related purchase orders (e.g., equipment) that exceed $50,000, qualify for an exemption request from the bidding process. This request must be submitted prior to purchase. A Letter to the Bidding Committee, requesting exemption is required. In addition, if there are less than three quotations, a Purchase Order Justification Letter signed by the PI, his/her director, and Dean is also required.
For a quotation to be complete, it must include the following information:
- date when the quotation was requested and name of contact person
- product(s) availability and estimated delivery date
- carrier service and freight charges (Shipping & handling fees)
- supplier’s address and payment address (if different) including phone and fax number
- company’s Federal I.D. number (if established in USA or PR)
Service Request
To request this service you can access our ticket platform.
Requisitions with more than one supplier
These require at least three (3) quotations before an order can be placed. Suppliers from Puerto Rico must be registered in the Single Bidder Registry ( Registro de Unico Suplidor RUL). Since most research associated purchases are very much dependent on the type of project, the researcher’s involvement in the purchasing process is critical. It is the researcher’s responsibility to obtain the required quotations and include them with the requisition. If the requisition is entered electronically, the researcher must make sure that the quotations reach the Office prior to processing.
Service Process:
1. Purchasing Procedure
Step 1: PI submits the Requisition with the corresponding quotations
Step 2: R&DC Purchasing Office evaluates the requisition, verifies the quotes, requests updating of quotes and documents to the investigator if necessary. Request a waiver from ASG. Check the supplier in the SAM. If the request is from a supplier from Puerto Rico, it is verified if it is the only supplier and that it is registered in the RUL. If it is not the only supplier, 3 quotes are requested from suppliers that are registered in the RUL. Then the Purchasing Office processes the requisition.
Step 3: Requisition becomes Purchase Order
This process can be done, either, manually or electronically.
2. Purchasing Procedure Manually
Step 1: PI submits the Requisition with the corresponding quotations
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- Manually: Bring or send your Requisition Form to the R&DC Purchase Office located in the Administration Building, Office J-103 for subsequent electronic entry by the assigned Purchase Office Staff.
- Electronically via UFIS, the University Financial Institutional System: The order reaches the R&DC Purchase Office electronically upon submission, for further processing.
Note: We encourage users to request access to UFIS, the University Financial Institutional System. Entering your requisitions electronically will allow you to keep track of your money and expenditures. Through UFIS, one can verify the status of requisitions, track when they become purchase orders, check their delivery dates, and verify payment terms. To obtain access to UFIS, researchers must email the UPRM Finance Office Director requesting access to their particular research accounts. The email must clearly indicate the UFIS Accounts, & corresponding FRS account, he or she wants access to. The Finance Office Director will forward the request appropriately. The researcher will be notified via email of the assigned access code/password. The UFIS web page address is: https://patsiprod.upr.edu.
Step 2: R&DC Purchasing Office processes the requisition
Your requisition is processed by the R&DC Office once it is entered. This process can be expedited if the required documents accompany the requisition. There are different considerations depending the requisition.
Step 3: Requisition becomes Purchase Order
The purchase order is a P.O. number, where the terms and conditions, estimated delivery date and considerations are defined, given funds are available in the corresponding account.
Service Request
To request this service you can access our ticket platform.
Change Order
The Purchasing Office is the one that submits changes in orders. A written memo, justification, for the change must be submitted to: marilyn.cruz2@upr.edu for further processing. No changes in orders received or paid are allowed.
Service Request
To request this service you can access our ticket platform.
Bidding Process Exemption
For research-related purchase orders (e.g., equipment) that exceed $100,000, an exemption request from the bidding process must be submitted prior to purchase. A Letter to the Bidding Committee, requesting exemption is required. In addition, if there are less than three quotations, a Purchase Order Justification Form signed by the PI, his/her director, and Dean is also required.
Service Request
To request this service you can access our ticket platform.
End-of-grant period purchases
It is typically expected that the final months of a grant will involve relatively few expenses since most of the larger commitments typically take place early in the award period. Requisitions for the acquisition of materials, equipment and supplies late in the project period (generally within 120 days of the project “end date”) will routinely be scrutinized to assure that the expense is allowable and allocable. While such expenses may be completely appropriate, they must be reviewed to assure that unspent project funds are not being “used up” with acquisitions which do not benefit that project. A key to the allowability of these expenses is proper documentation. A written statement from the Grant or Contract Administrative Officer authorizing the expenditure is usually enough. E-mail is usually acceptable for grants. A signed document may be necessary for contracts. A copy of the authorization should be kept with the project records. Consult the R&DC Purchasing Office Staff ahead of time. If you are envisioning a no-cost extension, please contact the R&DC Office of the Director.
Service Request
To request this service you can access our ticket platform.
Contact Information
Phone: (787) 832-4040 Ext. 5247
Email: comprascid@uprm.edu
Hours: 7:30 am – 12:00 pm & 1:00 pm – 4:00 pm (Monday – Friday)
Location: J-103 of the R&D Administration Building