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Handbook of Business Procedures

Date published: 
Last revised: 
Issued by: 

March 5, 2012
March 5, 2012


Part 7. Purchasing - Table of Contents

7.5.4. INFORMAL BIDS - PURCHASE VALUE OF $5,000.01 - $25,000

A. Guidelines

Informal bidding is used to procure goods or services when the expected value exceeds $5,000, but is less than or equal to $25,000. The following guidelines apply to informal bids:

  • The bidding opportunity is not required to be publically posted.
  • Vendors 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 vendor.
  • The Purchasing Office may solicit additional bids if it determines that there are additional vendors capable of providing the good or service.

B. Procedure

  1. The department solicits bids from vendors 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 vendor 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 vendor. 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