Before You Buy: Lab Supplies & Equipment

UC policy requires competitive bidding for purchase contracts exceeding $100,000. For federally-funded purchases, the following thresholds apply:

• Federally Funded Contracts: ≥$10,000 (including tax and shipping)
• Federally Funded Grants: ≥$50,000 (including tax and shipping)
• Non-Federally Funded Purchases: ≥$100,000 (excluding tax, but including shipping)

In cases where a specific supplier or product is required, and you wish to request an exemption from the competitive bid process, the department must submit a written Sole Source Justification form (SSPR form) to Procurement for review via a requisition.

Please review the following document for guidance on the form: SSPR Form Completion Instructions

Department funds are valuable! Why use existing contracts?

• Pre-negotiated pricing means better deals than ad hoc buys.
• No surprise, competitive bidding if you stay on contract terms.
• Performance and warranties already vetted by UC-wide sourcing teams.
• Less risk of surprise charges or interdepartmental disputes over pricing and terms.

UC San Diego uses Oracle Procurement for ordering and contract administration. Departments should use Oracle to obtain quotes, place orders, and obtain routing approvals. Strategic Sourcing combines UC’s buying power to stretch dollars further. It also embeds sustainability criteria (because UC is actually trying to reduce its environmental footprint).

UC has Sustainable Procurement Guidelines:

• Prioritize products meeting Green Spend criteria.
• Look for recycled content, low-emissions materials, and documentation that helps UC meet spend targets.
• Sustainability is part of how UC tracks compliance and environmental impact.

If you want sustainable choices, ask providers for options that meet these criteria.