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Procurement Policies and Procedures

Solicitations of bids and quotations

  • The Purchasing Department is the lead department for soliciting bids and quotations. Please see the Purchasing Policy, Developing Requests for Proposals, Requests for Quotations and Solicitation Bids for additional information and guidance for developing Requests for Proposal (RFP) or Requests for Quotation (RFQ).
  • RFPs are required for all projects involving projected total costs over $20,000 and may be required for certain equipment or commodity purchases.
  • RFQs are required for equipment purchases of $5,000 or more and are encouraged for all equipment acquisitions.
  • A minimum of three proposals or quotations, as appropriate, are required for projects or equipment purchases of $10,000 or more.
  • All terms and conditions of a Request for Proposal (RFP) and/or a Request for Quotation (RFQ) from a perspective vendor/contractor are subject to further review by the Office of Materials Management and the Office of General Counsel.
  • Solicitations must contain clear and accurate descriptions of technical, scientific and business requirements. If terms such as "brand name or equal" are used, they should be supplemented to define specific features clearly. They may not be used to restrict competition.
  • Solicitations should request and accept, to the extent practicable and economically feasible, products and services dimensioned in the metric system of measurement.
  • Solicitations should state a preference, to the extent practicable and economically feasible, for products and services that conserve natural resources and protect the environment and are energy efficient.
  • In the event there are no competitive bids, the HOL/HOD must submit a Sole Source Justification form to the Director of Materials Management & CPO for review.