High-Cost Expenses – Federal Equipment

Please reference the Federally Funded Grant Purchases Policy for more detailed guidance. 

Any equipment or supply item with a unit cost over $5,000

• Must be registered as federal equipment if purchased with federal funding
  • After the item arrives it must be tagged as a part of our federal inventory. Contact Laura Pilgrim for details.
• Must be inventoried by the Controller’s Office at least once every two years
  • If a piece of federal equipment changes location, please contact Laura Pilgrim
  • See the Federal Equipment Management section for more details

Any item or service over $10,000

• Requires a completed Vendor Selection Form that:
  • documents a competitive quote process or justification that only one vendor supplies the specialized item
• Physical items must be registered and inventoried as federal equipment if purchased with federal funding

Any item or service over $20,000

• Requires the completed Vendor Selection Form to additionally be approved by the Treasurer’s Office
• Physical items must be registered and inventoried as federal equipment if purchased with federal funding

Any item or service over $250,000

• Requires a formal bid process per College policy. Please contact Jim Kelley, Procurement & Risk Manager in the Treasurer’s Office, for assistance with a formal bid process.
• If approved, a Vendor Selection Form is required to be completed
• Physical items must be registered and inventoried as federal equipment if purchased with federal funding

Federal equipment should not be purchased within 6 months of the grant end date.