Bids, Quotes & Sole Source Procurement

In an effort to save money and stay informed on the current market for goods and services, the University has adopted two different thresholds, which require departments to obtain multiple quotes from different vendors or to formally go out to bid.

$10,000 to $24,999

A Cost-Price Analysis Form must be completed and submitted prior to any check request or purchase order being approved.  A minimum of three quotes should be secured, whether verbal or written, and listed in Section A.

If the purchase is a sole-source procurement, fill in Sections A, B & C and provide additional justification within Section B.  

 

$25,000 and Above

The formal bid process should be undertaken for any purchase of goods or services over $25,000 by the requesting department.  The bid process requires formal, written bids to be submitted by potential vendors and for this documentation to be forwarded to the Purchasing Department upon completion of the bid process.  No contractual agreement, nor payment, should be undertaken until the Purchasing Department has reviewed all documentation pertaining to the bid process.

A RFP template is available for departmental use.  If you need assistance with the bid process, our department is here to help facilitate.  For questions regarding the RFP template, please email Robert Nelson.

Posting Bids

While departments may solicit bids to targeted vendors, the Purchasing Department usually suggests that a bid be opened up to all competition within the marketplace.  If you have a bid or RFP to be released, our department would be happy to post it to our webpage to help increase its visibility and connect it to our vendors.  

Sole Source Procurement

When a department finds itself in a purchasing situation over $25,000 where there are no competitive sources available, you must complete a Sole Source Justification form.  This form provides detail to the Purchasing Department on your purchasing need and reasons why you cannot seek additional bids or quotes for your purhcase.  This waiver of competitive bidding is also required when an emergency or economic reason exists.