1,507: Basic Purchasing Procedure

Revised: April 2014

For all acquisitions of goods or services, the dollar value of a purchase, either actual or estimated, shall determine the specific procedure to be followed. Regardless of dollar amount, all acquisitions of goods and services must be preceded or accompanied by a valid purchase document.

  1. Small Dollar Purchases (less than $5,000): Purchases of supplies and services, less than $5,000, shall be made using the most effective and efficient means available, while maintaining adherence to basic purchasing policies. These methods include petty cash (up to $100), purchasing cards (p-cards), blanket purchase orders or pricing agreement contracts, and e-purchasing systems, whenever available.
  2. Purchases of $5,000 to $24,999: Purchase orders for the acquisition of goods and services of $5,000 or more are issued only by Purchasing following submittal of a properly approved and funded requisition. Purchases in this range must be documented with a quotation or reference to a price list from the recommended supplier.
  3. Purchases of $25,000 to $49,999: Purchases of goods and services in this range require quotations from two or more responsible vendors before a purchase order will be issued.
  4. Capital Construction of $25,000 to $100,000: A contract for a capital construction project in this range requires that requests for firm written quotations must be solicited from not less than three (3) responsible bidders capable of performing the contract. The award may be made to the lowest bidder or all quotations may be rejected.
  5. Purchases of $50,000 or more: Purchases of supplies, equipment, and services, other than capital construction, valued at $50,000 or more, will be awarded after Purchasing completes a formal bid process. The formal bid threshold for capital construction is $100,000, otherwise all other bidding procedures apply to construction as well.
    1. The bid may be in any several formats including request for quotations or request for proposals. Each format has unique requirements and restrictions, which will adhere to Purchasing procedures and bid documentation.
    2. Formal bids will be advertised at least once in a newspaper of general circulation in the area of the purchase or project not less than four (4) calendar days prior to opening bids.
    3. Copies or notices of bids will be sent to a sufficient number of perspective bidders as may be determined necessary to stimulate competition. Copies of bids, including specifications, will be sent to persons expressing a desire to bid. Copies of bids, including specifications, will be on file in a designated location, for inspection by interested persons.
    4. Except where proprietary information may be compromised, formal bids will generally be opened publically at the advertised time and place, and quoted prices will be read aloud and recorded.
    5. After a bid has been awarded, except for proprietary information, bids will be maintained as public records in accord with retention regulations.

Nothing in this policy prohibits advertising for or requesting bids for purchases of any dollar amount.