Procurement: Frequently Asked Questions
- Our department needs to order an ACME Widget Machine for our research. It will cost approximately $12,350. This is the only machine that will meet our requirements, do we need to get competitive bids.
- Competitive bids are only required from purchases over $25,000 in order to ensure cost reasonableness for such items. For items costing less than $25,000, departments should request price quotes from different vendors to ensure you are getting the best price available.
- We have a preferred vendor agreement in place with Wally's Whatsit Service, so we have to get other bids when we want to use them.
- No, bids or pricing agreements were already made to determine that Wally's is a preferred vendor, so you may go ahead and place your order for services. Just be sure to provide a purchase order and follow other applicable regulations in the process.
- We just received our bids for a printing project. Company X was the lowest price, but we're more confident that Company Y will do a better job. Do we have to use Company X?
- If you prefer to use company Y, you may do so if you provide a written justification as to why Y would be more appropriate to your needs. When doing so just be sure to include specific reasons for the choice. For example if Company Y uses certain equipment that is more appropriate to the project, can ensure more timely delivery, or has special skills required for the job, these might be good reasons for choosing Y over X.