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14.03 / Purchases of $3,000 or More

Purchases of $3,000 up to $10,000:
If non-federal (grant) funds are used, it is recommended that three price quotations be secured and submitted to the Office of Purchasing (Purchasing) with the Banner Requisition (if a PO is to be issued) or with the ICD (if purchased without a PO), for audit purposes. If federal (grant) funds are used, per 2 CFR 200 Uniform Guidance, three price quotes are required.

Along with these quotes, the department should complete a Bid Tabulation that details the delivered prices and the department's recommendation to award the purchase. This documentation will be scanned, as processed, by Financial Operations. If the documentation isn't included and it is requested by any State or Federal auditor, the budget officer will be required to produce the documentation. Prior approval is not required.

Acceptable quotations include price lists from websites, written quotes from vendors, or quotes generated by online searches. Rate quotations should include a written specification of the item to be purchased that is provided to each vendor or used to secure the verbal or web quote. The department shall accept the low bid that meets specification, or must provide a written explanation as to why the low bid/quote was not acceptable.

Sole Source requests are not required for purchases under $10,000.

Purchases of $10,000 up to $50,000:

Competitive bids on purchases of $10,000 or more will be obtained by Purchasing, either by telephone or written request. The processing time for award of a purchase order could be a few days to multiple weeks depending upon the complexity of the purchase. Purchasing will conduct all negotiations with vendors in cooperation with the respective department.

Purchases of $50,000 or more:
All bids, regardless of the source of funds, that are estimated to be in the amount of $50,000 or more, must be advertised and open for a minimum of two (2) weeks and processed with the receipt of formal written bids.

Contractual Service Agreements:
Contractual service agreements in the amount of $10,000 or more must be documented by a formal written agreement including a Contractual Provisions Attachment (DA-146a). Purchasing will work with the General Counsel regarding preparation of any contract. Contractual service and appropriate documents shall be signed in accordance with the contracting policy referenced in Section 1.04.

Effective Date:
March 29, 2016

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