FAQs

Procurement FAQs

  • How do I find the PO number on a requisition?
  • Who has the signature authority for small dollar repair agreements?
    It depends on the repair, as many repairs lie within IPF authority. Please review IPF policy and submit a requisition to UPL only if IPF has informed you that the repair lies outside of their authority.
  • Can I sign a contract with a supplier?
    No. In fact, the Delegation of Signature Authority PDF letter identifies the only individuals who are allowed to execute contracts and other legal documents. Unauthorized contracts are not binding to the university.
  • What is a single or sole source justification?
    Requests for exception to the competitive process, such as single source (only one qualified supplier or acceptable product/service) or sole source (only known source or a proprietary source) purchases must be requested in writing from the initiating department. All requests for single source and sole source purchases must include detailed, objective, and technical justification outlining the rationale for exception to the competitive bid process. Learn more about single/sole source purchases.
  • Can I use a requisition number to start a project or place an order?

    No. Suppliers may not begin work or process a transaction without a purchase order.

  • What are the features of Spartan Marketplace?

    Spartan Marketplace is an online procurement solution that provides MSU employees with an easy, effective way to place departmental orders. Benefits include:

    • Many suppliers offering products at MSU contracted pricing
    • Ability to use an MSU account number
    • Convenient shopping cart experience
    • Integrated with KFS to provide near real-time accounting information and to auto-submit a requisition for orders
  • Is there a markup on purchases made through Spartan Marketplace?

    Contracted pricing on off-campus supplier catalogs is what's paid by campus customers. There is no markup on those orders.

  • Can our department have one Spartan Marketplace login that multiple people use?

    No, logins are based on an individual’s MSU NetID. There is no way to set up a shared login.

  • How do I cancel an order in Spartan Marketplace?

    To cancel an order placed in Spartan Marketplace, contact the supplier directly. You will need to vertify with the supplier whether the order has already shipped. If the order has not shipped, ask the supplier to cancel your order and send you an email confirming the cancellation. 

    You must then send an email to the help desk at spartmar@msu.edu to have your purchase order canceled in KFS.

  • How do I make changes to a PO created using Spartan Marketplace?

    It is not possible to change a PO once issued. Contact the Spartan Marketplace help desk for assistance at spartmar@msu.edu or call (517) 884-6177.

  • Are there purchases that are excluded from Spartan Marketplace?

    Purchases for capital assets must not be made through Spartan Marketplace. Additionally, requests to purchase and install independent security systems and cameras must route through the MSU Police Department and MSU Information Technology. As such, these purchases are disallowed through Spartan Marketplace.

    Other purchases follow the same policy as reflected in the MBP.

  • How do I return items from a Spartan Marketplace order?

    To return items to University Stores, follow our return and exchange directions.

    To return items ordered through Spartan Marketplace for suppliers other than University Stores:

    1. Contact the supplier directly to find their preferred method
    2. Complete the supplier's material return authorization form, attach it to your item, and submit a Service Request (EBS login required)
    3. Select the "Parcel UPS/Fed Ex" option on the Service Request for smaller shipments or the "Freight" option for larger shipments
    4. Place the item in your building mailroom or dock, and Logistics will pick it up for return.
  • Do Spartan Marketplace suppliers ship anywhere?

    Amazon Business allows for shipping to most locations, including office addresses and home addresses (as approved by your departmental leadership).

    Airgas directly delivers compressed gas cylinders to on-campus addresses and select off-campus locations (noted below). 

    Other catalog suppliers only ship to on-campus addresses and select off-campus locations (noted below). MSU Extension offices or other off-campus addresses not listed below should use a PCard to make purchases, instead of using Spartan Marketplace.

    Location Address City/State/Zip Code
    University Procurement and Logistics Angell Bldg
    166 Service Rd    		 East Lansing, MI 48824
    Kellogg Bio Station 3700 East Gull Lake Dr Hickory Corners, MI 49060
    MSUCOM Flint

    College of Human Med
    200 E 1st St

    		 Flint, MI 48502
    Biochemistry

    603 Wilson Rd.
    Rm 110 Biochemistry Bldg

    		 East Lansing, MI 48824
    Management Ed. Ctr.

    811 W. Square Lake Rd

    		 Troy, MI 48098
    MSUCOM at Macomb 14500 E 12 Mile Rd
    K Building, Ship/Rec    		 Warren, MI 48088
    Bio-Economy Res/Dev 242 Howard Ave Holland, MI 49424
    Midland Axia Inst. 715 East Main St, STE 115 Midland, MI 48640

    MSUCOM Popoff Clinic

    		 10809 Mack Ave Detroit, MI 48214
    College of Human Medicine - Flint 200 E 1st St Flint, MI 48502
    MSU Detroit Center 3408 Woodward Ave Detroit, MI 49201
    Secchia Center 420 Division Ave N Grand Rapids, MI 49503
    Dow Foundation Building 1910 West St Andrews Rd Midland, MI 48640
    MSU - TSMM Cook Devos Ctr F
    301 Mich St NE, STE 512/514    		 Grand Rapids, MI 49503
    Van Andel Institute 333 Bostwick Ave NE Grand Rapids, MI 49503
    Grand Rapids Research Center 400 Monroe Ave Grand Rapids, MI 49503
    MSUCOM Detroit Detroit Med Ctr - Hutzel Building
    4707 Saint Antoine St    		 Detroit, MI 48201
  • Is there a dollar threshold for orders placed through Spartan Marketplace?

    Yes. There is a $25,000 order limit for all suppliers except Dell and Apple, whose limit is $50,000.

  • What if the item I need isn’t available in Spartan Marketplace?

    To take advantage of contracted pricing—and ultimately save university resources—please purchase from suppliers within Spartan Marketplace whenever possible. If an item is not available within Spartan Marketplace, a PCard or requisition may be used. 

  • How are the suppliers in Spartan Marketplace chosen?
    Suppliers in Spartan Marketplace have been selected through a competitive bid and negotiation process. Campuswide strategic contracts are in place that offer the best overall value to the university.
  • How do I use the MSU Amazon Business account?
    Follow our tutorial on Using the Amazon Business catalog.
  • What are the benefits of using the Spartan Marketplace Amazon Business account?
    Through the MSU Amazon Business account, PCard cardholders have access to:
    • Dedicated support 24/7
    • Pricing and quantity discounts on select items; price and delivery time locks
    • Business Prime - includes a variety of shipping tools, free shipping on eligible items, and more
    • Products available only to Amazon Business customers
  • Why is the price for my Office Depot item more expensive through Spartan Marketplace than on their website?
    Occasionally, Office Depot will offer discounted pricing for obsolete or other items that may be less expensive than the price in Spartan Marketplace. If this happens, please contact the Spartan Marketplace help desk at spartmar@msu.edu and we will process a price adjustment.
  • What types of services are processed on an Independent Contractor (IC) Service Agreement?

    The IC Service Agreement form can be used for services that are provided by an individual—such as short-term consulting engagements, educational advisory services, freelance writing, interpreters, and others who routinely provide services within an area of expertise to the public—for a fee of up to $25,000.

    The services are unique, technical, and/or infrequent functions performed by an independent contractor qualified by education, experience, and/or technical ability to provide services. In most cases, these services are of a specific project nature, and are not a continuing, ongoing responsibility of the institution. The services rendered are specialized in nature even though the contractor may not be required to be licensed.

  • What services should not be processed on an Independent Contractor (IC) Service Agreement?

    Services that are considered “routine,” will continue indefinitely, or involve labor, such as: catering, marketing, temporary employment, lab testing services, web design services, IT consulting services, and architectural or construction services.

    This list is not exhaustive, and the initiating department should consult with MSU Procurement for advice. MSU has staff augmentation agreements covering many of these other areas. Please contact MSU Procurement for advice. 

  • What if an Independent Contractor would like to provide their own agreement?
    MSU requires that its own IC Service Agreement form be used for any and all services provided to the university, and any exception to this requirement must be approved in writing by MSU Procurement.
  • What is the difference between an IC Service Agreement and a subcontract?

    An IC Service Agreement is a written agreement for a specialized service not available through a routine service provider. The contractor requires a specialized knowledge in a particular field and often requires originality, creativity, and decision-making abilities.

    A subcontract is an agreement written under the authority of and consistent with the terms of the Prime Award (grant or contract) that transfers a portion of the research or substantive effort to another organization. The collaboration is substantial enough that the collaborating individual or organization will participate in preparation of results, publication, presentation, or other collaborative participation beyond routine analytical work.

  • May I engage with a vendor who has interesting opportunities to show us?
    It is not allowed to begin conversations with only a single vendor, potentially favoring them over other eventual bidders, in the public procurement process. Instead, initiate the requisition process to gather information from various suppliers via a Request for Information (RFI). Pursuing a single vendor or exposing proprietary technology in the writing of RFP (public bid/request for proposal) requirements is also not allowed.