Procurement and Contract Services
Purchasing
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Procurement Thresholds for University Purchases
- Micro-purchases: $5,000 and below - no quotes required (PCARD preferred)
- Simplified acquisitions: $5,000.01 to $75,000 - minimum of 2 quotes required
- Purchases above $75,000: Require formally advertised solicitations (sealed bids) or sole-source justification if only one supplier is available
For all purchases, the University of Southern Mississippi (USM) follows the procurement requirements of the State of Mississippi with respect to acquisition thresholds. When purchases are funded with federal sources, USM continues to apply State of Mississippi procurement rules for acquisition thresholds.
Although the Office of Management and Budget (OMB) issued Memorandum M-18-18, Implementing Statutory Changes to the Micro-Purchase and Simplified Acquisition Thresholds for Financial Assistance, and Memorandum M-25-26, Overhauling the Federal Acquisition Regulation, which updated federal thresholds, USM must apply the most restrictive rules to all categories of federal financial assistance subject to Uniform Guidance.
Thresholds for Federally Funded Procurements
Because the State of Mississippi’s thresholds in most cases are more restrictive than those under Uniform Guidance and the National Defense Authorization Act (NDAA), USM applies the State’s standards.
Role of the Purchasing Department
The Purchasing Department of the University of Southern Mississippi serves as the central purchasing authority for the university to ensure compliance with state laws and university policies regarding public procurement, and to promote efficiency, cost savings, and improved service to the university.
The department’s purpose is to help acquire quality goods and services in the most efficient and ethical manner possible. In fulfilling this mission, the department is guided by the following objectives:
- Ensure purchases align with state laws, university policies and departmental needs
- Obtain maximum value for each dollar spent
- Provide qualified, competitive vendors equal opportunity to participate
Vendor Transparency Notice
In accordance with the Mississippi Transparency and Accountability Act, all payments made by USM are publicly disclosed. This information, available on a public website, includes:
- Payment date
- Vendor name
- Vendor city and state
- Payment amount
All payment amounts are public information. University contracts must not include confidentiality clauses regarding payment amounts. If a vendor requests such a provision, contact the Procurement Office for guidance.
Federal Debarment and Suspension Requirements
Federal regulations prohibit the use of federal funds to procure goods or services from entities that are suspended or debarred.
Prior to any purchase, contract, or subaward involving federal funds, the University
must verify that the vendor is not excluded from doing business with the federal government.
Verification is conducted through the System for Award Management (SAM.gov):
http://www.sam.gov/
- Vendors are checked before being added to the SOARFIN system
- Vendors may be re-verified for transactions involving federal funds
- If a vendor is listed with an active exclusion, payments will not be processed until the exclusion is removed
Other Helpful Information
State of Mississippi Bid & Contract Opportunities
The State of Mississippi and the University of Southern Mississippi requires that all technology purchases--including equipment (computers & devices), software (media, licenses, subscriptions, etc), and services (including software as a service, SaaS)-- comply with established policies and guidelines. These requirements ensure legal compliance with technology standards, cyber security requirements, and ensure the protection of USM data and university networks.
All proposed technology purchases must be submitted to computer.ordersFREEMississippi for review before the purchase is made. Once approved, USM's primary methods of procurement are Purchase Orders and Purchasing Cards (PCard or ECard).
Employees who purchase technology with personal funds without prior approval from iTech and Procurement & Contract Services are not eligible for reimbursement. Any requisition or reimbursement voucher submitted under these circumstances will be canceled. If the software is later approved by iTech, a one-time reimbursement may be permitted provided no state purchasing laws were violated.
In addition, University purchases may not be shipped directly to any personal home or other non-university location without prior written approval from Procurement & Contract Services. Purchases made with personal funds and shipped to unapproved locations will not be reimbursed.
Standard technology purchases and related policies can be found at:
Technology Security Update - Miss. Code Section 25-53-191 prohibits the download, access, or use of prohibited technologies on state-operated networks. The current list of prohibited technologies can be found on the ITS website using the following link: Prohibited Technology Pursuant to the National Security on State Devices and Networks Act (SB 2140)
- Fleet Manual - 2026
- Fuelman New Account Setup - Contact Procurement before starting process. Once completed (only fill in yellow boxes), send form to procurementFREEMississippi
- Vehicle Administration Quick Reference
- Vehicle Use Agreement
- Vehicle Travel Log - PDF or XLSX
- Requisition Attachment Form (pdf)
- Requisition Attachment Form (xls)
- Vendor Registration Form (PDF) updated 11-17-2015
- Request for Vehicle Purchase (xls) updated 5-21-2015
- Off-Site Delivery Justification Form (PDF) updated 9/9/2024
Single Source and Emergency Procurements
USM must comply with Mississippi laws pertaining to single source purchases and emergency purchases by state agencies and institutions. The information below provides a high-level overview; however, departments are encouraged to consult Procurement Services (procurementFREEMississippi) with any questions regarding purchases that may fall under these categories.
Please note that each type of request (Sole Source, Emergency) will require Procurement to obtain the authority to purchase, known as a P-1, from the Mississippi Department of Finance and Administration’s (DFA) Office of Purchasing and Travel (OPT).
Sole Source Request:
A template for this notice has been developed and is provided below. The requesting department must complete the form and submit it to Procurement via email. The submission should also include the name and contact information of a departmental subject-matter expert who can respond to questions about the request.
Before an item can be designated as a sole source procurement, the following steps are required:
- A Notice of Proposed Sole Source Procurement must be posted on a state website for a minimum of 14 days.
- The notice must also be published in a newspaper once per week for two consecutive weeks.
- The notice must include all information required by applicable laws and regulations, as well as instructions for submitting objections to the proposed purchase. Requirements
After all required procedures have been completed and the sole source designation is finalized, Procurement must submit a formal request to DFA OPT seeking approval of the purchase. This request must include a letter summarizing the results of the required notice and review process. Upon receiving electronic approval from OPT, a purchase order may be issued.
Please note that this process typically takes approximately one month or longer to complete.
Notice of Proposed Sole Source Procurement
IT Sole Source Request:
Technology-related acquisitions require following similar procedures when the total IT related purchase exceeds $5000.00 regardless of what is being purchased. This includes, but is not limited to, equipment, software, subscriptions, technology services, licenses, and maintenance. Some guidance on these procedures can be found here, but more details can be obtained by contacting iTech at computer.ordersFREEMississippi.
Emergency Purchase Request:
If an emergency does not threaten the health or safety of any person, or the preservation or protection of property, we are required to seek and obtain approval from OPT prior to making the purchase. If an emergency does threaten the health or safety of any person, or the preservation or protection of property, after proper declaration by the President of the University, we may make the purchases required to meet the specific needs created by the emergency situation. In either case the letter declaring the emergency must include information using the following Sample Letter. Further information on emergency purchases can be found here.
- For Requisition Training email Deidre%20Edwards
- Requisition Training Manual - 2026 update
Procurement and Contract Services (PUR) - To view the individual Purchasing policies listed below, please visit USM Institutional Policies. Once in PolicyStat, search for Procurement and Contract Services.
- Accounts Payable Policies and Procedures (ADMA-PUR-001)
- Barnes & Noble Department Purchase Policy (ADMA-PUR-006)
- Conference Cards, Student I.D. Cards Policy (ADMA-PUR-007)
- Fleet Management Policies and Procedures (ADMA-PUR-018)
- Gift Card and Gift Certificate Purchase Policy (ADMA-PUR-013)
- Hospitality Policy - Allowable Entertainment and Miscellaneous Expenditures (ADMA-PUR-002)
- Hospitality Policy - Prohibited Entertainment and Miscellaneous Expenditures (ADMA-PUR-003)
- Miscellaneous Purchasing Procedures (ADMA-PUR-015)
- New Employee Moving Policy (ADMA-PUR-004)
- Payments to Individuals - Documentation and Processing (ADMA-PUR-014)
- Petty Cash Policy and Procedures (ADMA-PUR-016)
- Property Accounting - Policies and Procedures (ADMA-PUR-017)
- Purchasing Policy (ADMA-PUR-012)
- Travel Policies (ADMA-PUR-005)
- University Catering Policy (ADMA-PUR-008)
- University Snack Policy (ADMA-PUR-009)
- Vendor Maintenance Procedure (ADMA-PUR-010)