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Request of Quote (eSource)

Procurement

View Official Policy: Request of Quote eSource Policy

eSource is the mandatory electronic bidding system that must be utilized for all requests for quotes unless State Purchasing grants an exception.  eSource is not typically utilized for the following types of purchases:

1)    Purchases to be conducted through request for proposals (RFPs)

2)    Purchases for construction/public works service projects

3)    Sole source procurements (never utilizes eSource; however, requires posting to the Georgia Procurement Registry (GPR))

4)    Exemptions as stated on the National Institute of Governmental Purchasing (NIGP) exempt list (located at http://doas.ga.gov/StateLocal/SPD/Docs_SPD_General/nigpexemptlist.pdf)

5)    Exemptions as stated in Table 1.6 of the Georgia Procurement Manual (shown below)

 

Table 1.6 
Competitive Bidding Requirements Waived by SPD

Category

Emergency supplies of drugs, chemicals and sundries; dental supplies and equipment.

Livestock for Slaughter.

Perishable Articles such as Fresh Vegetables, Fresh Meat, Fish & Oysters, Butter, Eggs, Poultry & Milk.

Technical Books & Other Printed Matter on Technical Subjects.

Other Items (such as works of art) which have been specifically identified by SPD in the Exempt Good/Services by NIGP™ Code identified in Section 1.2.4. - Exempt Goods/Services by NIGP™ Code.

Technical Instruments and Supplies.

*Please note the table may be modified at any time by State Purchasing.  Procurement is responsible for making the final determination for #4 and #5 listed above in “Policy Statement”.

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 issuing RFQs. Upon receipt of bid responses, it is Procurement’s responsibility to evaluate and determine bidders’ responsive and responsible status with the assistance of the requesting department.

Responsibilities: It is the department’s responsibility to draft the original bid specifications.  Once the specifications have been reviewed by the Procurement Office, it is the department’s responsibility to work with the buyer in making revisions to specifications.

Date Issued: 01/01/2016

Last Reviewed/Updated: