Sponsored Funds (FAO=GR) Supplier Price Justification Conflict Information (SSPJCI) Form

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1 Sponsored Funds (FAO=GR) Supplier Price Justification Conflict Information (SSPJCI) Form

2 SPJCI Form What is it? A Sponsored Funds Supplier Price Justification Conflict Information Form is a 5-page form required to support applicable government procurement regulations as contained in the Federal Acquisition Register (FAR); Office of Management and Budget s uniform administrative requirements as codified under the Code of Federal Regulations (CFR) at 2CFR Part 200 (Uniform Guidance). Regulations identify that all purchases must be competitively bid or have justification to demonstrate reasonableness for price and reason for not competitively bidding or selecting the low bidder. The form must be submitted with each 312 Purchase Requisition, PMM Requisition, F4 Payment Request Form, SOLO, Pcard or F3 Travel & Expense (nontravel) purchase for all federally sponsored fund purchases for equipment, supplies, and/or services. Note: Departments are responsible for retention of all justification and supporting documentation needed to support a compliance audit for all Purchases, whether the Purchases are greater or less than the $10,000 micro purchase threshold, internal and/or direct made via Contract, Requisition, Payment Request Form, SOLO, P-Card, Petty Cash, etc. 2

3 Why do I need to complete and submit this? This form is required as justification for any transaction that is purchased using federal grant or contract funds to comply with the Code of Federal Regulations (CFR) at 2CFR Part 200 (Uniform Guidance) based on the following reasons: (1) To support the selection of the supplier for the transaction (2) To identify reasonableness of pricing The University s interpretation of the 2 CFR 200 required file documentation is as follows: Small Dollar Purchase (Micro Purchase Threshold): Goods and Service under $9,999 require one quote/proposal. Request for Quotation (RFQ) (Simplified Acquisition Threshold): Goods and Services between $10,000 and $249,999 require multiple written quotes obtained from an adequate number of qualified sources. Competitive Procurement Process (Competitive Proposal Threshold): Goods and Services purchases of $250,000 or more require multiple written formalized non-sealed bids through a competitive proposal process depending on the goods or services being procured (see below for further details) solicited from an adequate number of qualified sources. Note: Most University awards are grants; contact ORPA if you need clarification of Grant versus Contract. 3

4 What are the requirements that I need to know? Purchase Requisition Amount $0 - $9,999 Sponsored Funds (FAO=GR) Goods and Services Requirements One written quote/proposal Sponsored Funds Supplier Price Justification Conflict Information Form (SSPJCI) - Section C- E $10,000 - $249,999 Multiple (2) written quotes Sponsored Funds Supplier Price Justification Conflict Information Form (SSPJCI)- Section B-E $250,000 > Multiple (3) written formalized bids through a competitive bid process (i.e. Request for Proposal (RFP)/Request for Quotation (RFQ) Sponsored Funds Supplier Price Justification Conflict Information Form (SSPJCI) - Sections A-E 4

5 SPJCI Form Where do I find it? The Sponsored Supplier Price Justification Conflict Information Form (SSPJCI) is located on the Purchasing Website in the Forms Bank. How do I complete it? The form is a 5-page PDF fillable form that can be filled out on-line. The departmental requestor must complete the SSPJCI Form. The next several screens will provide additional detail in filling out the form. Please note that incomplete forms will be returned and will delay your request. What are the next steps after completing it? Upon completing the SSPJCI Form and obtaining appropriate signatures based on the University Signature Authority Policy, 312 Requisition: Submit it along with your 312 requisition and other supporting documentation (i.e. quote, Independent Contractor Forms, Contracts etc.) to Purchasing by fax at , intramural mail at Box or Procurement_Service_Center@ur.Rochester.edu Pcard Transaction: Upload the completed form with your Pcard Transaction. F4 Payment Request & F3 Travel & Expense Form: Submit it along with your F4 Payment Request Form or F3 Travel & Expense Form to Accounts Payable, Box SOLO: Keep it on file in your department with your order information PMM Requisition: Attached it along with a quote to your PMM requisition. 5

6 If this purchase is to be paid in whole or in part by a sponsored project involving federal funds (either direct or pass through) check Yes and complete the rest of the form and applicable sections based on the dollar threshold. If the purchase is not to be paid with federal funds, select no and sign and keep on file. The remainder of the form is not applicable; however, you may need to complete the Supplier Price Justification Conflict Information Form (SPJCI). Date: Enter the date you are completing the form Req#: Enter the 312 requisition that will accompany this completed form. Vendor: Enter the name of the supplier you would like to contract with. Note: Purchasing may change the supplier based on contracts currently in place. Requested By: Identify the person who is requesting the supply, equipment or service. Phone: Identify the phone number of the person requesting the supply, equipment or service. Section A: Competitive bids are required for purchases > $250,000. Work with Purchasing to assist with the competitive bid process. To support the selection of the supplier, please indicate the supplier name and total quoted price. Attach the quote and identify if the supplier is a small business. Note: Purchases between $10,000 - $249,999 multiple written quotes are required. If the supplier is a University or Hospital contracted standard supplier, identify the name of the supplier, their quoted price and if they are a small business 6

7 Section B Required for All Purchases > $10,000: Identify by checking the appropriate box if the selection is based on the following including the reason. Non-Competitive Low Bid Not Selected Additional detailed explanation can be included to support your selection with the form.. 7

8 Section C Cost/Price Analysis Required for All Purchases (312 Requisition, PMM Requisition, Pcard, SOLO, F3 and F4: Select all that support the determination that the purchase is fair and reasonable. Section D Required for All Purchases: Conflict of Interest Information: Identify if there is a conflict of interest with this transaction. Check No Conflict of Interest if one does not exist. If there is a conflict, please identify name and title of the individual affiliated with the conflict. In addition, identify the process utilized to manage it. If a conflict exists, the University s Sr. VP of Administration and Finance or their designee, must approve the purchase. 8

9 Section E Minority and Small Business Information Required for All Purchases Identify, based on the categories listed, the number of suppliers solicited and the reason they were not selected based on the designated key. An authorized department representative (FAO Manager, Cost Center Manager and/or Department Head) is required to sign to certify the awareness of the University s Competitive Bid Requirements in support of Federal Guidelines and confirm that small and/or minority businesses were solicited wherever there were potential sources. Additional comments can be identified to support the information provided. 9

10 An authorized department representative (Principal Investigator or delegate and Sponsored Research/Financial Administrator) is required to sign to certify the awareness of the University s Competitive Bid Requirements in support of Federal Guidelines and confirm that small and/or minority businesses were solicited wherever there were potential sources. 10

11 What are the next steps after completing the form? After completing the SSPJCI Form, print a copy, have the appropriate staff with signature authority in the department, sign on Page 5 and proceed as noted below based on the transaction method. 312 Requisition: Submit it along with your 312 requisition and other supporting documentation (i.e. quote, Independent Contractor Forms, Contracts etc.) to Purchasing by fax at , intramural mail at Box or Procurement_Service_Center@ur.Rochester.edu Pcard Transaction: Upload the completed form and vendor quote with your Pcard Transaction. F4 Payment Request & F3 Travel & Expense Form: Submit it along with your F4 Payment Request Form or F3 Travel & Expense Form to Accounts Payable, Box SOLO: Keep it on file in your department with your order information PMM Requisition: Attached it along with a quote to your PMM requisition. 11