Transcript Purchasing Fiscal Policy Training

Purchasing Fiscal Policy Training
Purchasing – Bidding Requirements
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Purchasing
The responsibilities for purchasing, supplies,
materials, equipment, and commercial services
from outside vendors for all university
departments (including research projects) have
been centralized in purchasing departments at
the various campuses/units. This centralization
is designed to relieve the faculty and other staff
of many details connected with bid solicitation
and procurement.
Only the purchasing department has the
authority to order anything over $5,000.
Bidding Limits
Purchases of Less Than $5,000
 Purchases of goods or services of less than
$5,000 may be made by departments based on
their discretion.
 Departments may not artificially divide purchases
so as to appear the purchase is less than $5,000
or to make multiple purchases or request multiple
invoices for single purchases of identical goods
or modular components from the same
vendor.
Purchases Between $5,000 and $25,000
All Purchases between $5,000 and $25,000 will
be made by the purchasing department. With
the exception of non-competitive purchases
(i.e., sole – source, proprietary, or emergency),
vendor selection will be based on the
solicitation of informal competitive price
quotations from at least three sources. Informal
bids may be obtained in writing, by facsimile, or
by telephone.
Purchases Between $5,000 and $25,000
Emergency Purchases
Justification for an emergency purchase may
occur when time is limited and products or
services are needed to protect the lives or
health of persons, to prevent or minimize
damage to university property, or to meet
other critical requirements.
Purchases Between $5,000 and $25,000
Other Non-Competitive Purchases
The purchasing will classify a product or
service as non-competitive when
competitive methods are not feasible or
practical.
Only one product or service can meet the specific
need and the required product or service is
available from only one source.
Compatibility or consistency with past acquisitions
of products or services is essential.
Purchases of $25,000 and Higher
 The purchasing department is solely responsible
for all purchases of $25,000 and higher based
on competitive prices by soliciting written sealed
bids form 15 vendors or the number of vendors
on the Qualified Bidders List.
 The purchasing department must approve the
solicitation of fewer than 15 bids.
Purchases of $25,000 and Higher
A public opening of the bids received
will be held at the time and date
specified on the bid solicitation
request.
Purchases from Existing Contracts
with Vendors
State Contracts with Vendors
The university is required by law to use state
contracts whenever the contract price is lower
than that obtained by the university.
Purchases made from the state contracts do
not require competitive bids.
Purchases from Existing Contracts
with Vendors
University Contracts with Vendors
The campus purchasing departments have
established term contracts for a variety of
supplies and services.
Purchases under term or university contracts
do not have to be bid since vendor selection
for these contracts is based on bid results.
Purchasing Fiscal Policy Training
Thank you for attending the purchasing
training.
If you have any questions, please contact:
Wanda Griffin
881-7815