Uniform Guidance - Procurement Standards

For Federal Research and Grant Purchases


Uniform Guidance ("UG") is a set of federal regulations that impacts research administration and significantly reforms federal grants to focus resources on improving performance and outcomes. It is a compliance requirement to follow the Uniform Guidance Procurement Standards when procuring goods and services using federal funds.

The purpose for the Uniform Guidance is to reduce administrative burden for grant applicants and recipients, as well as to reduce the risk of waste, fraud and abuse. Procurement Standards for UG is specifically located in sections e-CFR 200.317 to 200.326 and concentrates on increased competition and transparency in the purchasing process. The new procurement requirements of the Uniform Guidance go into effect on July 1, 2018. These requirements define three purchase types (and associated thresholds) for the acquisition of goods and services. At UCI, these purchase types and thresholds are identified by the following terms:

All federally funded purchases >$10,000 (including tax and shipping) and non-federally funded purchases ≥$100,000 (excluding tax, but including shipping)

The following requirements apply for all Small and Competitive Bid Purchases, except when UC or UCI contracted suppliers are used:

  1. Small Purchase price range (greater than $10,000 and less than $100,000) using greater than $10,000 amount of federal funds
    Obtain a minimum of three comparison quotes, fill out the conflict of interest section VIII of the Source Selection and Price Reasonableness Justification form and attach at KFS Requisition Notes & Attachment tab.
    OR
    For exemptions, fill out the entire Source Selection and Price Reasonableness Justification form and attach to KFS Requisition Notes & Attachment tab
  2. Competitive Bid Purchase price range (≥$100,000) using either federal or non-federal funds
    This purchase requires Competitive Bidding. Please review the bidding process.
    OR
    For exemptions, fill out the entire Source Selection and Price Reasonableness Justification form and attach to KFS Requisition Notes & Attachment tab

Competitive biddings exemptions are:

For KFS requisitions

For any purchases above Micro-Purchase threshold, if there is federal funding >$10,000 involved, there will be messages in KFS that will be flagged listing the above requirements.

For any purchases above the Micro-Purchase threshold, if there is any intent to do a General Error Correction (“GEC”) and transfer amount >$10,000 to federal funds after the original purchase, the above referenced documents need to be attached to the original KFS requisition. If the proper documentation is not attached, transferring purchases to federal funds at a later date cannot occur and the KFS Procurement Reviewer will not approve the GEC.

SSPR form section VII – Equipment must be purchased 90 days in advance of funding expiration date unless there is appropriate written approval attached.