Purchasing Policy and Procedure
Award of Contract
The award of a contract for purchases costing less than $50,000
shall be made to the supplier that satisfies the University's
requirements for quality, delivery, and price. As a general
practice, the award will be made to the supplier offering
materials or service at the lowest cost to the University.
However, the Director of Procurement may authorize a contract
award to a small, disadvantaged business if the supplier demonstrates
the ability to satisfy quality and delivery requirements at
a cost that is competitive.
REQUEST FOR QUOTATION (RFQ)
Contracts shall be awarded to the lowest responsible and
responsive bidder whose bid conforms in all material respects
to the requirements and criteria set forth in the Request
for Quotation (RFQ). Tax levied by any political subdivision
of the state is not to be considered as a factor in determining
the low bidder. Prompt payment discounts ("cash discounts")
will normally not be considered in determining the lowest
bidder unless specified in the bid invitation, and then only
if the cash discount period is fifteen (15) days or longer.
If the bid is awarded to other than the low bidder, the reasons
shall be clearly documented in the bid file.
In case of a tie for low cost, award will be made by drawing
lots. At least one (1) witness in addition to the buyer will
be present when lots are drawn, and the results will be recorded
and included in the contract file.
REQUEST FOR PROPOSAL (RFP)
The contract shall be awarded to the responsible proposer
whose proposal is the most advantageous to the University,
taking into consideration the evaluation factors set forth
in the Request for Proposal (RFP). No other factors or criteria
may be used in the evaluation. Numerical weighting may be
assigned to specific criteria but is not required. Price will
be a factor, but award will not necessarily be made to the
The lowest cost in either bids or proposals may be measured
using life cycle costing, taking into consideration transportation,
energy cost, ownership costs and other associated costs.
A contract may be awarded to more than one (1) supplier only
when a single supplier cannot provide all of the University's
requirements in a timely manner.
It may be in the University's interest to make a multiple
award to ensure a supply of critical goods or services or
to reduce acquisition cost. The reasons for making a multiple
award shall be documented in the bid file.