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Competitive Specification Development

  • Last Updated: 06/22/2016
  • Effective Date:

Policy Statement
All purchases made by the University should be based on competitive bidding whenever possible. Any purchase of $25,000 or more requires competitive bidding or justification for the lack of competition. The University may not split reasonably foreseeable or related purchases into two or more transactions for the purpose of circumventing this requirement.
Reason for policy
To comply with Section 1.3.4.5 of the Georgia Procurement Manual (GPM) and provide an understanding of State Purchasing Division’s (SPD) requirement for competitive bidding.
Procedures

A department planning a purchase valued at $25,000 or more should write competitive bid specifications that meet their performance requirements without being too restrictive or unfair to potential suppliers. 

**Exceptions to this procedure may be found in Policy 2.2.5.2 and 4.17.

Additional contacts
Procurement Office Staff 706-542-2361
Policy definitions

GPM – Georgia Procurement Manual

SPD – State Purchasing Division

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration 

Responsible University Administrator: Procurement Officer 

Policy Owner: Procurement 

Policy Contact: Annette Evans 

Phone Number: 706-542-2361 

Responsibilities: The end-user is responsible for creating the initial set of specifications to ensure their needs are met.  However, the procurement specialist may review the specifications and determine the specifications may need more information or may be too restrictive.  In this situation, the end-user will be expected to assist the procurement specialist in modifying the specifications so their need is able to still be met but without being too restrictive.
Record Retention

Specifications are maintained with the purchase orders and their record retention requirements vary depending on the product/services being purchased (construction, public works, products, services, etc.)

Retention: 7 years or 11 years, BOR 0472-03-009