Bid Procedure
SUBJECT: Solicitation of Request for Quotations for supplies, equipment, and purchased services
PURPOSE: Competitive bidding process for purchases of $25,000 and greater
The practice of soliciting competitive quotations serves to stimulate competition among prospective suppliers. For the process to be successful, an adequate number of suppliers must exist, and those suppliers must want additional business. When this business environment exists, competitive solicitations (for precisely specified requirements of significant dollar value) will usually yield a positive result. It is important to note that the "playing field" must be level for all competitors for this process to work successfully.
Recognizing the importance of the process as a sound business practice, the Federal Government requires of the University under OMB A-110 that formal competitive solicitation process on all quotations with expected dollar value of $25,000 and greater to be conducted. The conduct of solicitations and related documentation at this level will be performed by the issuing department up to the dollar threshold of $200,000. Purchasing and Payment Services or a designated Procurement Center as allowed, under University Financial Policy 1201 will perform all solicitations in excess of $200,000 or Request for Proposals or Request for Information.
By definition, the issuance of an agreement, contract, purchase order or other form of authority to proceed with a supplier shall be termed as an award. Departments may only conduct business transactions utilizing the standard University purchase order system, BuySite. Issuance of an agreement or contract as a result of a department solicitation shall be reviewed by Purchasing and Payment Services.
For more information, please see Procedure 2.05: Bid Procedures - Transaction of $25,000 and Greater.
