Handbook of Business Procedures

7.5.4. INFORMAL BIDS - PURCHASE VALUE OF $15,000.01 - $50,000

A. Guidelines

Informal bidding is used to procure goods or services when the expected value exceeds $15,000, but is less than or equal to $50,000. The following guidelines apply to informal bids:

• The bidding opportunity is not required to be publically posted.
• Suppliers may submit their bids to departments via mail, email, or fax.
•  Departments must forward bids to the Purchasing Office and create a POINT Plus PB3 requisition document.
• Departments must obtain a minimum of three written bids.
• Departments should make a good-faith effort to include at least one bid from a certified HUB supplier.
• The Purchasing Office may solicit additional bids if it determines that there are additional suppliers capable of providing the good or service.

B. Procedure

1. The department solicits bids from suppliers for the required good or service.
2. The department prepares a requisition document that includes pricing information for each bid received.
3. The Purchasing Office reviews the requisition. If additional bids are required, the purchasing buyer will notify the department.
4. If the purchasing buyer selects a supplier that was not originally chosen by the department, the purchasing buyer will notify the department.
5. The purchasing buyer issues a purchase order to the supplier. In cases where a contract may be more appropriate than a purchase order, the Purchasing Office will notify the Business Contracts Office, which will work with the department to develop a contract.

Part 7. Purchasing - Table of Contents