PROCEDURE SOURCE:
Purchasing & Material Management
PROCEDURE NO: 103
PAGE NO.: 1 OF 2
SUPERCEDES: 0
TITLE: Competitive Solicitation
SUBMITTED BY: Thomas K. Dove
REVISED DATE: October 07, 2011
APPROVED BY: Claire P. Wurmfeld
I.
PURPOSE
Good business practice and the responsibility for the expenditure of University funds dictate that
the Purchasing Office follow a procedure of obtaining competitive bids and quotations for goods,
services and capital equipment. In so far as practicable, purchases shall be made on the basis of
competitive prices, considering quality, suitability, delivery and service.
II.
SCOPE
This Administrative Directive outlines responsibilities and procedures for the solicitation of bids
and proposals, and the award of purchasing agreements commensurate with the needs of the
requisitioning departments and consistent with University Procedures.
III.
BACKGROUND
The purpose of soliciting is to obtain goods, services, and capital equipment in the best interest of
the University through sufficient competition. This process “lets the market speak” through the
competitive process.
IV.
PROCEDURE:
1. The Office of Purchasing has the authority to require competitive solicitations on any
purchase, regardless of dollar level.
2. Competitive solicitation is required for all purchases $1,500.00, per unit price, and over.
3. It is the responsibility of purchasing personnel to originate invitations for bids, requests for
proposals, and quotes to meet the dollar thresholds.
4. The requisitioning Department/college is responsible for defining the requirements
regarding quantity, delivery dates, technical specifications, or scope of work.
5. Exceptions to the competitive process are:
A. Single Source: Various sources are available to provide the same particular item or
service. However, the requestor requests a specified vendor, for specific reasons,
resulting in non competitive pricing or loss of cost savings.
B. Justification Form is required.
C. Buyer has the final decision as to whether the single source request is acceptable.
Sole Sources: There is only one vendor capable of providing a particular item or service