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 18.104.22.168 and 4.17.
GPM – Georgia Procurement Manual
SPD – State Purchasing Division
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
Policy Contact: Annette Evans
Phone Number: 706-542-2361Responsibilities: 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.
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