Purchasing Policy and Procedure
Bidding Requirements Under $50,000
Procurement requirements will not be artificially divided
or fragmented into increments or components costing less than
$50,000 to circumvent the applicable competitive sealed bidding
requirement for procurements costing more than $50,000. Requisitions
for the same item from the same department in a short time
period also will be considered an artificial division of a
procurement. Procurements less than $50,000 will be awarded to a Small Business.
For procurements costing less than $50,000, the type and
amount of competition necessary will be determined by Purchasing
Services' commodity buyer. The buyer will take into consideration:
- Time constraints
- Delivery requirements
- Other factors (e.g., value of the item).
Procurement will be based on the maximum amount of public
competition practicable for the item or service to be procured.
Competitive price quotations may be solicited on the telephone,
orally, or in writing. Informal bids need not be opened publicly.
Price information received from any quotation
will not be disclosed until after award of the order.
$ 1 - $25,000
Buyers will use professional knowledge and best judgment
when placing orders under $25,000. If a contract is in place
for the requested item or a better source is known, the buyer
may change the order to reflect the new source and cost, if
the cost is lower than the requisitioned amount. No additional
documentation will be required.
$25,000 - $50,000
Buyer will obtain phone quotes, faxed quotes, or informal
written bids and document the results in the PO file. When
there is a State or other non-University contract already
in place, buyer will use his/her judgment as to whether the
requirement shall be bid or the order placed against the contract.
This decision may be based on the past purchase orders. When
lack of available processing time is a consideration, buyer
may use his/her judgment as to the urgency of the requirement
and either place the purchase order with the suggested source,
if the source is known by the buyer to be competitive in their
field, or request telephone or fax quotes requiring the prospective
vendors to respond in a short amount of time. If the requisitioner
is requesting the purchase order be placed without obtaining
competitive quotes, the buyer may request a justification
and review the merit of the justification before processing
Specifications for competitive sealed bids and proposals
shall, be generic specifications based
on performance, materials, design or operation parameters.
In accordance with ABOR 3-805.B.
All specifications including those prepared by architects,
engineers, consultants and others for university contracts,
shall seek to promote overall economy for the purpose intended
and encourage competition in satisfying the universitys
needs and shall not be unduly restrictive.
- Where brand name only is specified, the reasons for
this shall be documented in the bid file and approved
by the Director of Procurement.
- Brand name or equivalent specifications for goods anticipated
to cost more than $50,000 shall identify key features
of the item unless the reasons for not doing so are documented
and approved by the Director of Procurement.
All procurements that cost $50,000 or less shall be awarded to a Small Business when practicable.
The University is committed to the development of Small Business,
Small Disadvantaged Businesses, Minority-Owned Businesses and Women-Owned businesses.
Buyers may assist in identifying vendors that meet those criteria.