Purchasing Process

The Office of Procurement handles spot purchases, the one-time purchase (usually of goods) and develops contracts (usually for services). The staff also manages purchasing transactions exceeding $5,000 that require competitive solicitation.

Solicitations may be made by:

1. QuickQuote, an informal bid process generally used for procurements with a projected value up to $50,000;
2. Invitation for Bids (IFB), used when the commodity or service can be clearly defined and price is the determining factor in the award;
3. Request for Proposals (RFP), used when the commodity or services cannot be clearly defined and/or when factors other than the price have a greater value in the outcome and negotiations are necessary (RFP is not normally used in the procurement of goods); and
4. Best Value Acquisition (BVA), a process similar to RFP in allowing negotiations and multiple evaluation criteria and is effective in consideration of useful life or ongoing maintenance costs that may not be readily visible in the initial purchase price.

Sole Source Procurement

A sole source procurement is authorized when there is only one source practicably available for the goods or services required. Competition is not available in a sole source procurement (see proprietary specification below). Sole source goods or services are provided or manufactured by a specific manufacturer and are only sold directly to the University without distributors. However, a manufacturer may have one designated territorial or authorized distributor set up to sell that manufacturer's goods or services.

When the requesting department believes that only one source exists for a specific item or service, a signed statement must be submitted to the Office of Procurement. Sole source justification based soley on a single vendor's capability to deliver in the least amount of time is not considered a valid basis for determining a sole source procurement. In your statement, you must address the following items:

1. Explain why this is the only product that can meet the needs of the Purchasing Agency.
2. Explain why this vendor is the only practicably available source from which to obtain this product or service.
3. Explain why the price is considered reasonable.

The director of the Office of Procurement has approval authority for sole source procurements up to $10,000. Sole source procurements greater than $10,000 are reviewed by the director of the Office of Procurement and, if recommended for approval, are forwarded to the Chief of Staff for final approval. All sole source procurements over $10,000 are reported to the Governor's office.

Back To Top

Proprietary Purchase

A proprietary purchase occurs when the product required is restricted to the manufacturer(s) stipulation but is sold through several distributors by competitive bidding. A proprietary specification is normally used only when the product or services must be compatible with existing products or services. Some examples include prequalification of products necessary to support specific needs of a program because the use of any other similar piece of equipment would require considerable reorientation and training. A proprietary specification restricts the acceptable products to those of one or more specified manufacturers. Upon solicitation, every effort must be made to obtain full competition among the distributors who carry the manufactuer's product.

Back To Top