Procurement - Goods

Definition of Goods: Physical products manufactured or produced for sale.

Examples: supplies, office equipment, furniture, machinery.

Requesting Department - read the following requirements below. Each section will provide key documents that we will need to be completed and signed to process your inquiry. Please send all documents to

Things You Need to Know?

  • UMB must comply with international export controls and foreign taxes when purchasing and/or shipping goods outside the U.S.
  • There are no US tax applications on goods.
  • The cost of freight and insurance should be considered while budgeting for goods shipped outside the U.S.
  • Typical procurement occurs with a Purchase Order (PO).
  • The International Operations division may be able to execute POs for goods outside the U.S. when procurement customs of the country or requirements of the vendor do not align with State of Maryland processes and when payment for the goods must be made to a foreign bank account. In these cases, IO may use the MGIC US - Procurement Mechanism Flow Chart.  
  • IO must screen selected vendors against foreign sanctions watch lists and may not issue a PO to a vendor with a positive match.
  • All purchases of goods above US $5,000 through MGIC require a competitive procurement process or sole-source justification.
  • All purchases of goods above US $25,000 through MGIC require an RFP (Request for Proposals) and Competitive Bid Committee or sole-source justification.

Summary Of Requesting Unit’s Responsibilities Throughout MGIC Procurement Process:

  1. Contact the Global Hub ( to request procurement services. Provide as much information as possible including the goods needed, location and estimated date, estimated cost, and existing specifications if available.
  2. Complete the Purchase Requisition Form.
  3. Develop technical specifications, delivery terms, and other inputs for a Purchase Order or RFQ in consultation with IO.
  4. Assist in identifying viable vendors through industry/academic/research networks.
  5. Participate in a Bid Committee if applicable.
  6. Contribute inputs to Sole Source Justification memo if applicable.
  7. Confirm receipt of goods, product quality, and vendor’s compliance with terms of PO before requesting MGIC to make payment.

Required and Sample Documents

Required Documents 
  1. Payment Authorization Form
  2. Scope of work
  3. Supporting Documents 
  4. Sole-Source Justification Form (if applicable)
  5. Score Sheet for Procurement (View tabs for instructions)
Sample Documents 
  1. Sample of Offline PRF (Purchase Requisition Form) filled
  2. Sample of specifications sheet