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. A complete list of UGG guidelines can be found online.