Orders over $10k ... OSP FW: New Requirements for Grant-Related Purchases

Thu Jun 28 14:56:31 EDT 2018

All,

Please see below the announcements, especially for OSP orders over $10k.  If this is a repeat e-mail, sorry for the duplicate.

Faculty have received from Brian and independently (we think); see below.

Thanks…. Jean Ball

From: Winer, Brian
Sent: Thursday, June 28, 2018 2:49 PM
To: physics-faculty at lists.osu.edu
Cc: Ball, Jean <balljg at physics.osu.edu>
Subject: Fwd: New Requirements for Grant-Related Purchases

   Dear Colleagues,

     Please take a moment to review the message below (you probably received a copy independently).  Make sure you share this with people in your group who doing purchasing of large dollar value  (above $10K) items.

 -Brian

[cid:image001.png at 01D33090.F3CB57D0]

Brian L. Winer
Professor and  Chair
Department of Physics
1040R Physics Research Building
614-292-2653 Office
winer at physics.osu.edu<mailto:winer at physics.osu.edu>

Begin forwarded message:

From: Janet Weisenberger and Christine Hamble <research at research.osu.edu<mailto:research at research.osu.edu>>
Subject: New Requirements for Grant-Related Purchases
Date: June 28, 2018 at 1:59:15 PM EDT
To: Brian Winer <winer.12 at osu.edu<mailto:winer.12 at osu.edu>>
Reply-To: <research at research.osu.edu<mailto:research at research.osu.edu>>

Important update from The Ohio State University Office of Research

[The Ohio State University]<https://mandrillapp.com/track/click/30669642/www.osu.edu?p=eyJzIjoiX1BpMHB1NF9zMWg1TUtqZ2ZSbFpyeGEzLU1VIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvd3d3Lm9zdS5lZHVcIixcImlkXCI6XCIzYTExNDdlODY2YmU0ZGYxOWRiYmFiMzYzYjUzYWU3ZFwiLFwidXJsX2lkc1wiOltcIjUxMjI5ZTk2ZmYzZDAwMTcxZDRiZDEyMjg2ZGIzNzU2ZTI4MWJkOTJcIl19In0>

MESSAGE FROM JANET WEISENBERGER
AND CHRISTINE HAMBLE
Dear Investigators, Research Administrators and Research Staff:

Beginning July 1, 2018, new federal regulations for grant purchases will go into effect. There are some significant changes, as outlined below. We encourage you to contact the Office of Sponsored Programs (OSP) Procurement (614-292-6871) for assistance with the new regulations.

Uniform Guidance changes focus on ensuring full and open competition and increased transparency in the procurement process. In general, the new Uniform Guidance procurement regulations are more prescriptive than the previous guidance (OMB Circular A-110).

Within the new regulations, there are five prescribed methods to make purchases:

  *   Micro-Purchases (under $10,000 or under $2,000 for construction)
  *   Small Purchases (between $10,000 and $250,000)
  *   Sealed Bids (at $250,000 and up)
  *   Competitive Proposals (at $250,000 and up)
  *   Noncompetitive Proposals/Sole Source (at $10,000 and up)
The requirements for purchases of $10,000 or more have significantly changed. These purchases will require greater effort and more processing time.

There are fewer allowances for noncompetitive (sole source) procurements and the requirements for supporting documentation are more stringent. Supporting documentation is now required on any purchase over the micro-purchase threshold of $10,000 (compared to $25,000 previously).

Change Highlights

  *   There will be no changes for purchases under $10,000 (micro-purchases)
  *   For purchases of $10,000 and up, you will need to provide two or more quotes with the purchase request, if possible. If two or more quotes are not possible, you will need to request a purchase by the Noncompetitive Proposal (i.e., sole source) method.
  *   For Noncompetitive Proposal (Sole Source) purchases (over $10,000 but less than $250,000), either a “Request for Sole Source<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiQUxKM1hhSkItelhSd3JOU3JrQ2VHNWVEUEhVIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1BfUmVxdWVzdC1mb3ItU29sZS1Tb3VyY2UucGRmXCIsXCJpZFwiOlwiM2ExMTQ3ZTg2NmJlNGRmMTlkYmJhYjM2M2I1M2FlN2RcIixcInVybF9pZHNcIjpbXCI4NGQzMWFiMDYwMTRkNjY0YjE5YTY4OWNkM2NhZWU3N2Q5YjE2MzRkXCJdfSJ9>” or a “Request for Sole Source (Individual Consultant)<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoid0tzZUdtSDJCUDRUOEdFRmZIM3VaNzZEZy1jIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1BfUmVxdWVzdC1mb3ItU29sZS1Tb3VyY2VfSW5kaXZpZHVhbC1Db25zdWx0YW50cy5wZGZcIixcImlkXCI6XCIzYTExNDdlODY2YmU0ZGYxOWRiYmFiMzYzYjUzYWU3ZFwiLFwidXJsX2lkc1wiOltcImU5ZGJhNTU4NGE1YzdlYmEyZjM5N2Q2ZDgyMmIzYWJhOTc0MjAyOThcIl19In0>” form must be submitted with the purchase request. For purchases of $250,000 or more, a “Request for Sole Source<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiQUxKM1hhSkItelhSd3JOU3JrQ2VHNWVEUEhVIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1BfUmVxdWVzdC1mb3ItU29sZS1Tb3VyY2UucGRmXCIsXCJpZFwiOlwiM2ExMTQ3ZTg2NmJlNGRmMTlkYmJhYjM2M2I1M2FlN2RcIixcInVybF9pZHNcIjpbXCI4NGQzMWFiMDYwMTRkNjY0YjE5YTY4OWNkM2NhZWU3N2Q5YjE2MzRkXCJdfSJ9>” AND the new OSP “Competition Determination Requirements<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiemRFWDNZRjFFOG1pUzkwNkYyeEEtSUs5YlowIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1BfQ29tcGV0aXRpb25fRGV0ZXJtaW5hdGlvbl9SZXF1aXJlbWVudF9Gb3JtLVBSMTAyLTAwMy5wZGZcIixcImlkXCI6XCIzYTExNDdlODY2YmU0ZGYxOWRiYmFiMzYzYjUzYWU3ZFwiLFwidXJsX2lkc1wiOltcImM2ZTRlMTc2YWE5MWJlNmY5YjhjYTIyMzFhZGNjM2U5MDg0NDMyZTJcIl19In0>” forms must be submitted with the purchase request.
  *   If you will be requesting any purchase of $250,000 and up, contact OSP Procurement either during the proposal process or as soon as possible after award. Additional requirements may apply.
  *   For consultant agreements, use the new “Consultant Agreement for Individual (Non-OSU Employee) Consulting Services<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiRERKclZOS2piMW05YVY4UXFiMmtXaXJ4TlZVIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1AtSW5kaXZpZHVhbC1Db25zdWx0YW50LUFncmVlbWVudF9Gb3ItSW5kaXZpZHVhbF9Ob24tT1NVLUVtcGxveWVlLnBkZlwiLFwiaWRcIjpcIjNhMTE0N2U4NjZiZTRkZjE5ZGJiYWIzNjNiNTNhZTdkXCIsXCJ1cmxfaWRzXCI6W1wiOWNkYmU0MjMxNWMyNDVkYmM4ZWRlYTE2ODA3NDI0MTNlNjY1OTQxZVwiXX0ifQ>” and “Consultant Agreement Amendment<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiZVJyZ1VydWx5cnI1VVprc01uRlIxalZ4VWNVIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1BfQ29uc3VsdGFudC1BZ3JlZW1lbnQtQW1lbmRtZW50MDctMDEtMTgucGRmXCIsXCJpZFwiOlwiM2ExMTQ3ZTg2NmJlNGRmMTlkYmJhYjM2M2I1M2FlN2RcIixcInVybF9pZHNcIjpbXCI4ZWY5ZWI2NTRiODFmNjlhZWU2MjU3ZmMyZjI4Mzg2Mjg0NThkZWI0XCJdfSJ9>” forms starting July 1, 2018. Obtain multiple quotes whenever possible. Submit the new “Request for Sole Source (Individual Consultant)<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoid0tzZUdtSDJCUDRUOEdFRmZIM3VaNzZEZy1jIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZmlsZXNcXFwvMjAxOFxcXC8wNlxcXC9PU1BfUmVxdWVzdC1mb3ItU29sZS1Tb3VyY2VfSW5kaXZpZHVhbC1Db25zdWx0YW50cy5wZGZcIixcImlkXCI6XCIzYTExNDdlODY2YmU0ZGYxOWRiYmFiMzYzYjUzYWU3ZFwiLFwidXJsX2lkc1wiOltcImU5ZGJhNTU4NGE1YzdlYmEyZjM5N2Q2ZDgyMmIzYWJhOTc0MjAyOThcIl19In0>” form with any request of $10,000 or more when multiple quotes cannot be obtained. (Please note that the consultant’s CV may now be required in order to justify a sole source purchase.)
  *   Cost Transfer Requests are more difficult and should be avoided, particularly for purchases of $10,000 or more. These requests must include supporting documentation indicating the purchase was conducted according to the new requirements. OSP Procurement will review and evaluate requests to determine whether the purchase satisfies Uniform Guidance requirements and whether the costs may be transferred to the project.
  *   Uniform Guidance places more emphasis on reducing project costs by encouraging the use of federal excess and surplus property in lieu of purchasing new equipment/property. Contact OSP Procurement for assistance in searching for federal excess and surplus property. They can help you determine the most economical approach to reducing costs.
Additional information is posted on the OSP website under Procurement<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiODdCY2VBWksyd1hoSVNiRTBPZ2VwTWxaa1pFIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvYWRtaW5pc3RyYXRpb25cXFwvcHJvY3VyZW1lbnRcXFwvXCIsXCJpZFwiOlwiM2ExMTQ3ZTg2NmJlNGRmMTlkYmJhYjM2M2I1M2FlN2RcIixcInVybF9pZHNcIjpbXCI1YTFjYTE2OWMzOTk1N2IzY2FjYjIxMjQxNmE0NGY4ODFlMTJlMjMyXCJdfSJ9> and Uniform Guidance<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiNnhaQm15dmtESEdXcnVFN3lIb2dTZmhEV1dBIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZGV2ZWxvcG1lbnRcXFwvdW5pZm9ybS1ndWlkYW5jZVxcXC9cIixcImlkXCI6XCIzYTExNDdlODY2YmU0ZGYxOWRiYmFiMzYzYjUzYWU3ZFwiLFwidXJsX2lkc1wiOltcIjJkMjBiYmM2YmU1Yjg2ZGU3ZmVkN2ZmNDJhZTdkODU3MThmNzEwZmNcIl19In0>. All new and/or revised forms will be posted on the OSP website<https://mandrillapp.com/track/click/30669642/osp.osu.edu?p=eyJzIjoiREhObE90RVVNaFNHLVdqckhGZnUxZDIzWkVjIiwidiI6MSwicCI6IntcInVcIjozMDY2OTY0MixcInZcIjoxLFwidXJsXCI6XCJodHRwOlxcXC9cXFwvb3NwLm9zdS5lZHVcXFwvZm9ybXNcXFwvXCIsXCJpZFwiOlwiM2ExMTQ3ZTg2NmJlNGRmMTlkYmJhYjM2M2I1M2FlN2RcIixcInVybF9pZHNcIjpbXCIzNmViOGFiOTYwYTkyYzZlY2M1OWJlZjYzYzM0N2I4MTI2NTliMGFkXCJdfSJ9>by July 1, 2018.

Remember that we are here to help guide you through the new regulations and to answer your questions or concerns.

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.osu.edu/pipermail/physics-staff-df/attachments/20180628/3eeeb1c0/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 8641 bytes
Desc: image001.png
URL: <http://lists.osu.edu/pipermail/physics-staff-df/attachments/20180628/3eeeb1c0/attachment.png>