Uniform Guidance (UG) is the set of federal regulations (see 2 CFR 200) that drives research administration and allowable costs, with procurement guidance in sections 200.317 - 200.326. The procurement sections focus on increased competition and transparency.

On November 12, 2020, the UG revised the micro-purchase threshold limits from $10,000 up to $50,000 with specific requirements for audit purposes. This is great news, and UVM has made the decision to increase its micro-purchase threshold to $25,000, which is in line with UVM’s existing policy and procedures.

What this mean for departments:

• Micro-purchases: Thresholds will be revised from $10,000 to $25,000. As long as the pricing is considered reasonable, purchases will not require competitive bids (multiple quotes). Micro-purchases must be distributed equitability among qualified suppliers (to the extent practicable).
• Small purchases over $25,000: Will be required to follow UVM’s policy, by obtaining three quotes from multiple sources prior to the purchase. If multiple quotes are not obtained, the charge will not be allowed on a federally funded sponsored project; unless a single sole source justification is allowed/approved on a federally funded sponsored project. 
• Purchases over $100,000: Will also be required to follow UVM’s policy, by processing a Request for Formal Proposal via Purchasing Services office.

There is a new specialized Photography/Videography/Web Design Services Agreement template (Word) to be used for photography, videography, and web design services, regardless of dollar amount (including when there is no dollar value to the services). Please review the updated services agreement instructions (PDF), which now include procedures for using both of our services agreement templates.

Available Now - A new Virtual Speaker Engagement Letter template (Word) for virtual events. This new Letter must be used for all remote speakers using a virtual platform, regardless of dollar amount (including if no honorarium will be paid). Approval for the event’s virtual format is required from Purchasing’s IT/ADA Contract Analyst prior to sending the new Letter to the speaker. A pdf copy of this approval email must be attached to all requisitions and/or check requests for virtual speakers. Please review the updated requirements for this Letter (PDF).

Purchasing Services is pleased to announce that UVM’s new supplier for multi-function devices (Copiers) is Kyocera Document Solutions New England (KDS). While KDS may be new to UVM, we’ve had Kyocera copiers on campus previously and they will be familiar to many of you.

Mike Niebur, Branch Manager Vermont for KDS will begin contacting departments who have leases with SymQuest that have expired since April. The process for ordering copiers will be similar to what it has been in the past although, please be aware of the following changes:

• We ask departments to reassess their true printing needs based on recent changes of working remotely with digital/electronic capabilities, and not having access to a copier. Do you need more than a basic copier?
• Please evaluate whether your department can achieve savings by consolidating copiers within your unit or with another department.
• Purchasing Services will be reviewing and signing all quotes before orders are placed.
• A purchase order will be issued to US Bank for the equipment lease amount only.
• Kyocera will bill for actual image usage monthly directly to Disbursement Center

Please note – SymQuest will continue to provide service for the existing copiers on campus until the lease term expires and the equipment is returned.

If you have any questions, please direct them to the attention of Deb Harvey.

To clean MFP touch screens:

• Don’t use bleach, harsh cleaning chemicals or sprays that can damage the screen and protective coating. Alcohol that is a minimum of 70% isopropyl is recommended, or sanitizing wipes. If using alcohol from a container, apply to a clean paper towel or cleaning cloth first.
• Gently wipe the display and exterior surfaces using care to avoid getting any moisture in any openings. Wipe exterior covers and any covers that can be opened, cleaning around those grab areas or handles, i.e., paper trays, front door, side doors, document feeder covers.
• Gently dry the device with a soft cloth, ensuring any extra moisture is removed.

SymQuest Group field support representatives will be using healthy habits when working in your work environment, which includes, washing frequently, staying away if they don’t feel well, checking to make sure you want them onsite to repair your equipment and cleaning touch screens before and after they leave from a service call.
See more tips from SymQuest.