Competitive Bidding Requirements
- Good business practice and responsibility for the expenditure of University funds dictate the University follow a policy of obtaining competitive bids.
When Are Quotes Required?
Amount | Quotes | Notes |
Less than $5,000 | No quotes required | A written quote is helpful to expedite the requisition process |
$5,000.-$74,999 | Min Two (2) (preferably 3) written quotes | Written quotes are required to create the requisition |
Over $75,000 | Three (3) written quotes | Written quotes are required to create the requisition |
FAQs
Can I sign a contract?
Absolutely not, there are no authorized signers for contracts in SAIE
What if the event is next week? Should I skip processing a contract because there isn’t enough time?
No, notify a BODR business officer immediately, and they will work with Procurement & Contract Services (PCS) directly
What if the registration has already been initiated and there are already registrants?
Be aware that the event may need to be cancelled or rescheduled depending on the contract review process
What if the event date changes or the vendor adds other products after the original contract has been signed and approved?
Add the new documentation to contract workflow and notify PCS, including the Workflow contract number
What if the event is cancelled after the contract has been approved and signed?
Contact PCS. They will determine next steps with payments and the contract workflow
Do I always need a certificate of insurance (COI)?
Yes, if the vendor is not able to provide a COI, contact Risk Management
What if the vendor’s COI will be received late?
A signed contract cannot be returned without the COI; the COI must be received by PCS
How do I pay for an invoice that is from a signed contract?
If the cost is less than or equal to $5,000, the charge should be paid via PCard (include the contract number on your associated expense report). Submit a FreshDesk ticket for all payments over $5,000, using the Payments/Invoices ticket type
What if the vendor isn’t requiring us to sign anything and they have no terms & conditions (e.g., BEO)?
Ask the BODR for assistance and obtain a COI with appropriate limits for liability purposes
Do all contracts that involve the purchase of software require a Technology Review by IT?
Yes, IT needs to review and approve all new software requests to ensure compatibility with other DU systems
What file format should contracts be submitted in?
Contracts should be submitted in PDF format. Please note that they should not be printed and then re-scanned, as that causes resolution and form filling issues when Procurement begins their review