FAQ's:

When Purchase Must Be Bid

If an item costs $5,000 or more, including taxes and delivery, the item must be bid before it can be purchased. Exceptions are noted below.

Whenever possible, bids should be conducted through Purchasing Services. 

The following are exceptions to the University's bid policy. 

1)  If a contract supplier is used, no bid needs to be conducted, even if the purchase is over $5,000.  Bidding is not necessary with Contract Suppliers because Purchasing Services has already conducted a bid and made an award on behalf of the entire university for on-going purchases. If the requesting department or Purchasing Services determines that conducting a bid, even though a Contract Supplier provides the requested service or goods, is in the university’s best interest, a bid can be conducted.  However, the Contract Supplier should be included in the bid solicitation.

2)  Sole sourcing is allowed (a) if the item(s) requested must match or inter-member with existing equipment to maintain standardization, (b) when continuity of service is required, (c) the item in service is unique or has unique features which make it the only one to meet requirements, or (d) if the item needs to be purchased to secure the health and safety of an individual, and a bid would delay that security.  A Sole Source Justification Form must be completed and submitted with the Requisition.

3) Bidding is not required for the services charted below. This waiver applies to the below charted services only.  This waiver is permitted because some specialized services are selected based on parameters difficult to bid (e.g. location, venue, or subject-matter expertise).  However, whenever possible, bids should be conducted or rates offered by competitors should be carefully researched.  

Services that do not require bidding

• Hotels
• Event Venue
• Restaurants
• Caterers
• Florists
• Advertisements
• Airlines
• Independent Contractors
• Text books