Procurement Services for the Tulane Community
Tulane University's procurement policy ensures we obtain supplies, equipment, and services at the most advantageous basis to the university that is consistent with quality, service, value, price, continuity, and availability of the items at the time of purchase. Whether you're faculty, staff, or a department administrator, this guide will help you navigate our purchasing process efficiently and in compliance with university policies.
Decentralized Procurement: Departments can conduct their own bidding or requests for proposals, or they can reach out to Procurement for assistance. For assistance with conducting an RFP, please see the guide and template under "Documents & Forms".
Quick Start Guide
New to Tulane purchasing? All purchases must be initiated through our online eProcurement application (Jaggaer). Start with our training materials and user guides.
Small purchases under $2,500? You may have direct purchasing authority through our Low Value Purchase Authorization program.
Emergency situation? Contact Materials Management immediately for assistance with situations that could result in hazard to persons or property, damage to buildings or facilities, or violations of law.
What You Can Purchase
The downtown Procurement Services office handles procurement of supplies and equipment used on all campuses of the university:
- General Supplies & Equipment: Maintenance supplies, office supplies, office equipment, furniture, athletic equipment
- Technology: Computers and related equipment
- Vehicles: University vehicle procurement
- Services: Printing services, moving services, maintenance contracts, leases
Research & Clinical Laboratory Support:
- Medical Supplies: Medical and surgical supplies, medical equipment
- Laboratory Materials: Laboratory supplies, laboratory equipment, scientific supplies and equipment
- Life Sciences: Other life science commodities, compressed gases
Purchase Authorization Levels
Low Value Purchases (Under $2,500)
Campus personnel designated by each department may execute purchases under $2,500 directly through eProcurement non-catalog orders. These orders go directly to the supplier unless they exceed your individual spending limit.
Standard Purchases ($2,500 and Above)
All catalog and non-catalog purchases over $2,500 require a Purchase Order prepared by Procurement Services from an appropriately authorized requisition through the eProcurement system.
Competitive Bidding Requirements
Our procurement policy requires competitive bidding to protect university resources and encourage vendor participation:
Quote Requirements by Dollar Amount:
- $0 - $4,999: One informal quote required (email, phone conversation, or documented quote)
- $5,000 - $9,999: One written quote required if not on existing Tulane contract
- $10,000 - $24,999: Two quotes required from suppliers
- $25,000 and Above: Formal written competition with three written quotes required
All quotes should be attached to requisitions or purchase orders, with documented exceptions when applicable. Transactions shall not be artificially divided to falsely create multiple small purchase orders that will exceed specified bidding requirements.
Getting Started: 4-Step Process
1. Access eProcurement
Log into Tulane's online eProcurement application (Jaggaer) to initiate your requisition using either catalog items or non-catalog forms.
2. Determine Purchase Method
- Regular Purchase Orders: One-time purchases from a single vendor
- Blanket Orders: Recurring purchases from the same vendor over a fiscal year
- Agreement Orders: Maintenance services and equipment contracts
- Emergency Orders: True emergencies requiring immediate action
3. Include Required Information
Your requisition must contain:
- Detailed description of needed items or services
- Delivery requirements and locations
- Budget charge accounts and natural accounts
- Appropriate approvals and signatures
Required Documentation by Purchase Amount:
- $0 - $4,999: Attach or reference one informal quote (email, phone conversation, or documented quote from supplier)
- $5,000 - $9,999: Attach one written quote from supplier (if not on existing Tulane contract)
- $10,000 - $24,999: Attach two quotes from suppliers
- $25,000 and Above: Attach three written quotes from suppliers
For Blanket Orders: Must include clear justification for the requested amount with adequate supporting documentation explaining how the figure was derived. Attach one or more of the following:
- Recent vendor quotes or estimates
- Catalog pricing or rate sheets
- Historical purchase data
- Cost breakdown analysis (anticipated purchases, market research, cost per unit with estimated quantities, explanation of buffer amounts)
- If using multiple forms of support, include a narrative summary of the documentation
4. Follow Approval Process
Requisitions follow department-specific approval paths before reaching Procurement. Familiarize yourself with your area's procedures to avoid delays.
Special Considerations
Equipment Purchases
Items with extended unit costs of $5,000 or more are considered capital purchases and should be charged to 8200 series natural accounts. These items are tagged and maintained on the TAMS asset database.
Sole Source Purchases
When only one unique vendor exists for products or services costing $5,000 or more, full explanation and justification is required, including documentation of price reasonableness.
Restricted Items
Specific workflows exist for computers, controlled substances, chemicals, narcotics, firearms, precious metals, explosives, hazardous materials, and consulting services requiring review by Information Technology, Environmental Health and Safety and Property Management.
Emergency Procedures
For true emergencies that could result in hazard to persons or property, damage to facilities, legal violations, or serious detriment to university interests, authorized personnel may call Procurement directly. You must provide:
- Nature of the emergency
- Vendor name and address
- Materials required
- Account number to be charged
- Estimated cost
A confirming requisition must be submitted within three days.
Contact Information
Procurement Services
Downtown Campus
1555 Poydras Street, 7th Floor
New Orleans, LA 70112
For Vendor Questions: Contact Procurement as the centralized clearinghouse for all procurement inquiries
Training Support: A schedule of upcoming trainings and how-to-guides can be found on the homepage of the eProcurement system
Compliance & Policy
All purchases must comply with applicable laws, regulations, and funding source requirements, including federal grant regulations under Uniform Guidance and Federal Acquisition Regulation requirements.
Unauthorized purchases may result in personal liability, loss of purchasing authority, disciplinary action, or termination of employment.
