Uniform Grant Guidance Procurement Procedure

Here you'll find a quick reference guide for the Federal Government's Uniform Grant Guidance (UGG) Procurement Procedure for Grants (FUNDs 35XXX and 36XXX), effective July 1, 2017.

 

• Micro Purchases up to $9,999
  • May be processed at the discretion of the department so long as the selected vendor is not on the Debarment List (see below)
  • May use University-wide price agreements
  • When possible, and if a University-wide price agreement is not available, departments should vary the vendors for similar purchases over the course of the year.
  • Departments are encouraged to submit a Purchase Order for grant funded purchases, but may submit a check request so long as the department provides documentation that it checked the Debarment List prior to making the purchase.
  • Use Electronic Internal Order (EIO) system for internal purchases provided the item or service purchased is allowable under the terms of the grant award
  •  Check to see if selected vendor on Debarment list prior to making the purchase. Debarment web site is Sam.gov.  Purchases cannot be charged to a grant if the vendor has been debarred.
• Small-Dollar Purchases $10,000 up to $49,999 for Goods and/or Services
  • May use University-wide price agreement
  • If there is not a University-wide price agreement available, then a minimum of two (2) quotations must be obtained from vendors that are not on the Debarment List.  Such quotes may be:
  • In writing (email ok) from the vendor;
  • Price list on a website; and/or
  • Generated by a on line search engine
  • When possible, and if a University-wide price agreement is not available, departments should vary the vendors for similar purchases over the course of the year.
  • Departments are encouraged to submit a Purchase Order for grant funded purchases, but may submit a check request so long as the department provides documentation that it checked the Debarment List prior to making the purchase.  (NOTE:  Purchases of $10,000 or more must be encumbered as a Purchase Order prior to placing the order with the vendor per UNC’s Fiscal Rule.
  • Use  EIO system for internal purchases provided the item or service purchased is allowable under the terms of the grant award
  • Check to see if selected vendor is on Debarment list prior to making the purchase.  Debarment web site is Sam.gov.  Purchases cannot be charged to a grant if the vendor has been debarred.
  •  Quotations and purchasing documents need to be a part of the history file
• Sealed Bids & Competitive Proposals:  Purchases at or above the University Bid Thresholds of $50,000 Goods and/or Services
  • Contact Purchasing & Contracts Department as soon as possible to begin the solicitation process pursuant to UNC’s Procurement Rules. The Purchasing Agent will determine the appropriate solicitation method.
• Sole Source Procurements
  • The federal awarding agency or pass-through entity expressly authorizes (in writing, on file with OSP) that the purchase does not require competition.
  • Only one qualified contractor can provide the good or service.
• Notes
  1. The exclusions provided under UNC’s Procurement Rule do not apply to federal grants, and therefore, all purchases using a 35XXX or 36XXX fund must follow the guidelines provided in this document.
  2. The purchase thresholds listed above are based upon a known cumulative purchase amount over the course of the fiscal year.  You may not split purchases to avoid these procurement requirements.
  3. If you have questions regarding these guidelines, please contact John Chaplain (1-2040).
  4. A complete list of UGG guidelines can be found online.