Purchases Exceeding $1,000
But Not Exceeding $5,000
Delegated
Bid Authority
Deans,
Directors, and Department Heads electing to assume responsibility
for adherence to University and State purchasing policy and procedure
may solicit competitive price quotations by telephone or facsimile
from at least three (3) bona fide bidders for the purchase of supplies,
equipment and operating services valued $1,000 - $5,000. Quotes
received are then submitted, along with a requisition and any other
required forms, to the Purchasing Office for review and award processing.
However, telephone quotes (see below) require written
confirmation/quotation from the successful bidder.
NOTE:
This delegated bid authority is not to be confused with delegated
purchasing authority. The delegated purchasing authority for deans,
directors, and department heads remains $1,000 per single purchase transaction.
Requests for quotations (RFQs) issued by fax are to remain open at
least 24 hours for bidder responses.When doing so, the University's
standard two-page RFQ form must be utilized. Full details on how to
use the form are available on the Delegated
Authority to Solicit Bids page.
Telephone
Quotes/Rush Orders
If
times does not permit 24-hour fax quotations and telephone quotations
must be solicited, the Department is responsible for verbally communicating
to all bidders the pertinent bid information as well as the University's
requirements, terms and conditions (i.e. governing statutes, FOB point,
payment terms, etc.). and securing written confirmation/quotation
from the successful bidder. Department also tabulates RFQ and bidder
response information [RFQ#/title, issue and closing dates; solicited
vendors (company name and contact); vendor bid responses (prices,
FOB point, etc.)].
If
the department needs to place the order on a rush basis, the appropriate Purchasing Coordinator should
be contacted for a Confirming PO Number. A confirming requisition
with written price confirmation is to be submitted to the Purchasing
Office within two (2) working days. Approved invoices, if applicable
are to be included. However, the submittal of the requisition and
other required documentation is not to be delayed pending receipt
of the invoice.
See also Emergency Purchases.
