Purchasing and Contracts

Purchasing Policies and Methods

As stated in the Board of Regents General Policy Statements Title 4, Chapter 10, Section 1 — Purchasing Policy: All purchases of supplies, equipment, services, and construction shall be handled administratively by the Purchasing Department. The director of Purchasing has delegated small-dollar purchases (typically $5,000 and below) to authorized personnel within departments through the use of the PCard (the university’s purchasing card program). You are required to obtain a valid purchase order number before providing goods and services to the university (excluding PCard purchases and bona fide emergencies). We reserve the right to delay or withhold payment related to goods or services provided without a purchase order number.

Informal Competitive Quotes or Proposals

Informal quotes or proposals may be requested by a university department or a buyer when the dollar amount is less than the thresholds required for a formal solicitation. Informal quotes or proposals are secured and documented typically via fax or email, whichever is more appropriate for the requested purchase. Informal quotes or proposals shall be received by the date and time specified but will not be opened publicly.

Formal Invitation for Bid (IFB)

An IFB will be issued by the Purchasing Department when items or services being purchased exceed the thresholds for formal solicitation and when the sole determining factor is pricing. Formal bids for goods and/or services are secured by means of a written Invitation for Bid (IFB). Sealed vendor responses to the IFB must be received in the Purchasing Department by the date and time specified. At the time specified, bids are opened publicly and read aloud. An award is made to the lowest responsible bidder whose bid conforms in all material ways to the requirements of the solicitation.

Formal Request for Information (RFI)

An RFI will be issued by the Purchasing Department to obtain information relative to how a prospective contractor proposes to perform certain work, its qualifications, the programs available, and the terms and conditions. Not used to obtain price information.

Formal Request for Qualifications (RFQ)

An RFQ will be issued by the Purchasing Department when items or services being purchased exceed the thresholds for formal solicitation and when qualifications only will be requested and evaluated. Not used to obtain price information. Responses are opened publicly at a specified time and place, but only the names of the responding vendors are read.

Formal Request for Proposal (RFP)

An RFP will be issued by the Purchasing Department when items or services being purchased exceed the thresholds for formal solicitation and when factors in addition to cost will considered. The RFP evaluations are based on stated award criteria including, but not limited to, price considerations. Responses are opened publicly at a specified time and place, but only the names of the responding vendors are read.