FAQs Goods and Services

A certified DVBE supplier must be at least 51 percent owned and operated by one or more disabled veterans. They also must be a veteran of the U.S. military, navy or air service and must live in the State of California. Please see the Disabled Veteran Business Enterprise section on the Office of Small Business and Disabled Veteran Business Enterprise Services website.

The business needs to be independently owned and operated, and the principal office must be located in the State of California. The Small Business shouldn’t have more than 100 employees and an average annual gross receipts of $15 million ($36 million for Public Works) or less over the last three tax years. Please see the Small Business section on the Office of Small Business and Disabled Veteran Business Enterprise Services website.

You may search for Small Business and/-or DVBE on the DGS website.

Service Agreements executed after January 1, 2021 or Master Enabling Agreements can be found in the new systemwide database CSUBuy (built on the JAGGAER platform). Staff can log in with single sign-on.

The CSUBuy website also has resources on how to use the platform.

Contracts, purchase orders and insurance documents can now be found in OnBase.

To request OnBase access, visit the ServiceNow Portal and search for "OnBase" . Select "Request Account Access to OnBase" in the drop-down menu.

Upon completion of the service ticket, and only when connected to VPN, you may access OnBase with your new OnBase credentials using the web client, at https://onbase.sfsu.edu.

For training on how to retrieve data in OnBase, please contact Fiscal Affairs.

For Goods and Services

Formal bid/ RFP ~ acquisition greater than $100,000 

Informal bid/ RFP ~ acquisitions equal to or greater than $50,000 and equal to or less than $100,000 

[unless CA certified SB or DVBE then upper threshold is $250,000]

For IT Acquisitions

Formal bid/ RFP ~ acquisition greater than $500,000 

Informal bid/ RFP ~ acquisitions equal to or greater than $50,000 and equal to or less than $500,000 

CSU Policy Library   Please enter PolicyStat ID:7865355 into the search bar, please refer to Section VII, VIII and Section IX.

Sole Source is an item that is available from only one vendor. The item is one-of-a-kind and is not sold through distributors.

Sole Brand means the product can be purchased from various vendors who can supply the specified model and brand.

A follow-on contract is an additional purchase of a product or services that will put the whole contract value over the applicable solicitation threshold or the addition of new work that was not within the scope of or incidental to the original contract scope of work, either as part of the base contract or as an option under an existing contract. It is prohibited because it is not in compliance with CSU solicitation policies.

Procurement does not initiate the renewal of contracts. Procurement has no insight into whether the product or service is still needed. It is the responsibility of the department using the services or product to monitor contract expiration dates and contact Procurement to initiate a renewal. Procurement must be contacted at least 60 days before contract expiration. Complex projects require additional notice.

The CSU has set standard minimum requirements for professional service agreements in order to protect against liability that may arise from damages caused by contractors. Proof of insurance from contractors demonstrates they have a source for payment of claims against them as well as the University. There may be instances when some or all insurance requirements can be waived. This must be requested by the hiring department with the completion of the Service Provider Insurance Waiver Request Form on the Enterprise Risk Management website and granted by Enterprise Risk Management following a risk assessment.

When it is a one-time service that costs less than $5,000, lasts fewer than three months and will be billed in fewer than three invoices.

This is an agreement that can be used one time only. If the services of the vendor or individual are used multiple times in a fiscal year, this agreement cannot be used. In that case, a blanket purchase order will need to be placed or the service provider must be hired as an Independent Contractor (IC).

The scope of work or quote of the service provider cannot include their own terms and conditions.

No requisition is required. This will be considered an allowable transaction. Please attach the fully executed LCSA and invoice to the Direct Pay Request form in DocuSign.

Please do not attach a Vendor 204 form to the LCSA. Vendor 204 forms need to be submitted to Fiscal Affairs.
Insurance requirements must be met.

Related Form

An Independent Contractor (IC) someone who is engaged in a distinct occupation, profession, business or trade not regularly part of University business; agrees to do a specific piece of work for an agreed upon fee; also provides services to non-University clients; and supplies their own tools and work space.  A LCSA can be used under the specific criteria outlined above. If the services exceed a three months term or $5,000, an IC determination by Human Resources will be required and an Independent Contractor Agreement will be executed.

More information can be found on the website of Enterprise Risk Management.

The process is described on the website of Enterprise Risk Management.

Any goods that cost $921 or more per unit price before tax is considered an asset related purchase.

Account Codes help the Property Office tag and track asset related purchases within the University.

Please see Account Code Guidelines on the website of Fiscal Affairs for more details.

A split bid is dividing one purchase into multiple orders to avoid or circumvent solicitation thresholds. This action is prohibited.

CSU Policy Library Please enter PolicyStat ID:7865355 into the search bar, please refer to Section II, H.

You may obtain a copy of your PO in OnBase.

Fiscal Services terminated the contract for the “Imaging System” in 2020. The data from the Imaging System was migrated into OnBase. 

To request OnBase access, visit the ServiceNow Portal and search for "OnBase" . Select "Request Account Access to OnBase" in the drop-down menu.

Upon completion of the service ticket, and only when connected to VPN, you may access OnBase with your new OnBase credentials using the web client, at https://onbase.sfsu.edu.

For training on how to retrieve data in OnBase, please contact Fiscal Affairs.

No. In general, no changes can be made on a Purchase Order that has already been issued to a vendor. For example, if your Purchase Order and quote match exactly, you cannot contact the vendor to add additional items to an order. If there are extraordinary circumstances (e.g., inventory shortage, discontinued model) or if changes need to be made to your order, please contact us.

Enter a ticket in our Service Portal [Please select "Purchase Order Change."]

If there are still funds remaining on the Purchase Order, please submit the PO Cancellation / Change form (PDF)  or use the form on DocuSign to liquidate (close out) the remaining balance.

Related Form

Campus Marketplace is an online shop that provides access to preferred CSU suppliers with pre-set negotiated pricing.

No. Procurement does not issue POs to pay invoices. If services or goods have already been received, this is considered a non-allowable transaction. In order to request payment of the invoice, you must submit a post-transaction Direct Pay Request Form.

Procurement does not handle invoices.

Please send your approved invoice to Fiscal Services at ADM 358, or by e-mail to fcalsvcs@sfsu.edu.

Procurement does not handle Procurement Card (P-Card) related matters. The P-Card Program is designed to provide a simplified method for end-users to procure small dollar purchases of authorized commodities for office use.

For any questions, please contact the P-Card Office, pcard@sfsu.edu.