Bid and Quote Requirements

Published: July 8th, 2002

Category: Memos

Emily J. Hamby, Director of Purchasing

On July 26, 2002, a revised University Rule will be effective concerning bidding and quotations as follows:

$50,000 > Formal Bid Process such as Invitation to Bid, Request for Proposal, or Invitation to Negotiate or approved exemption such as sole source.
$25,000 > $50,000 Written quotations from two or more vendors or written justification why quotations were not obtained.
$5,000 > $25,000 Documented quotations from two or more vendors by telephone, fax, email, or justification why not obtained. May be on clarification screen of electronic requisition.
> $5,000 Purchasing Coordinator’s discretion. Quotations are encouraged whenever possible.

Good business practice, federal regulations governing research, University Policy and procedures require evidence of competition whenever practicable. We encourage the use of small, small disadvantaged, and minority business in the quoting process.

There is no requirement for obtaining alternate quotes when purchasing from competively bid contracts by the State, University, other governmental agencies, public or private Universities, educational cooperatives, and educational consortiums. However, in many instances, there are multiple awards and we encourage you to seek competition from contract vendors.

Any purchase using either the Purchasing Card or a blanket purchase order in excess of $5000 should evidence quotations or reason for none.

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