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Methods of Purchasing Against a Purchase Request

Procurement

View Official Policy: Methods of Purchasing Against a Purchase Request Policy

The State Purchasing Division (SPD) and the Board of Regents (BOR) establish purchasing methods, which consist of a solicitation method and an evaluation method.  Procurement professionals will identify the best solicitation method for each purchase request.  Solicitations refer to the process of requesting offers from suppliers to sell goods or services.   Approved SPD solicitation methods for purchases at or above the competitive bid threshold are Requests for Quotes (RFQ), Requests for Proposals (RFP), Request for Qualified Contractors (RFQC), and BOR approved methods are Invitation to Bid (ITB) as well as RFQC and RFP.   The end user or Procurement may make informal pricing requests for purchases less than the competitive bid threshold ($25,000 for SPD and $50,000 for BOR).   All solicitation methods, other than informal price requests, are conducted through a formal sealed bid process.   With this process, suppliers’ offers are kept confidential and not opened by Procurement until after the solicitation has closed. The method of evaluation (pass/fail, scored, etc.) will vary by solicitation type as well as the specific terms of the solicitation.

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 procurement professional must identify the best solicitation method for purchasing against a purchase request. 

Responsibilities: The department/end user should contact Procurement immediately if they believe they have a purchase that will require a RFP so SPD requirements can be communicated clearly from the beginning of the project.

Date Issued: 01/01/2016

Last Reviewed/Updated: