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Technical Instruments


    Policy Statement
    Certain technical instruments may be considered exempt from State Purchasing Division bid requirements. Procurement is responsible for determining the exempt status of technical instrument purchases.
    Reason for policy
    To provide guidance on the purchase of technical instruments and information on requirements for these purchases.
    Procedures

    Per Table 1.6 in section 2.2.4 Vendor Selection [insert link] of this manual, technical instruments may be considered exempt by State Purchasing Division.  Procurement is responsible for making the final determination as to whether an instrument is considered exempt as defined by State Purchasing. When purchasing technical instruments, there are a few scenarios that may take place: 

    For sole source purchases:

    1)    If the purchase is not federally funded and is $10,000 - $24,999.99, the end user should provide a justification for the sole source purchase and a price quote from the vendor. Please refer to # 3 below if federally funded.

    2)    If the purchase is $25,000 or greater and not federally funded, the end user should provide a sole source/sole brand form with two signatures, a quote, and the original equipment manufacturer (OEM) letter. Please refer to # 3 below if federally funded.

    3)    If the purchase is federally funded and is $10,000 or greater and sole source, the sole source/sole brand form with two signatures, a quote, and the OEM letter are required. Procurement will obtain any additional forms needed to meet federal requirements. 

    For sole brand and competitive purchases:

    1)    If the purchase is $10,000 - $24,999.99, the end user should provide three quotes or a justification as to why three quotes have not been submitted, i.e. item only available from 2 distributors.

    2)    If the purchase is $25,000 or greater:

    a)    sole brand or unrestricted specifications and a sole brand form, if applicable, should be provided with the UGAMart requisition so competition may be sought.  If the unit price is $10,000 or more and a sole brand exists, then a matrix should be provided as well;  or,  

    b)    the end user should provide justification as to why competition through bidding cannot be obtained. 

    Forms/Instructions
    Additional contacts
    Procurement Staff: 706-542-2361
    Policy definitions
    Original equipment manufacturer (OEM): This refers to the company who originally manufactured the equipment.
    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: Procurement is responsible for making the final determination as to whether an instrument is considered technical and exempt from State Purchasing Division rules and regulations.

    Record Retention

    Record Copy: Procurement

    Retention:  7 years, BOR 072-03-009