Informal Bids and Quotations - Procedure 017

1. PURPOSE

   To provide policies concerning the solicitation of informal competitive bids.

    

2. SCOPE:

   This procedure applies to all purchases ranging from $750.00 to $15,000.00 annually.

3. PROCEDURES:
   1. Verbal

       

      1. Three verbal quotes will be obtained for purchases of all goods/services that are expected to fall within the dollar range of $750.00 through $4,000.00 annually.

          

      2. Prices are to be recorded on a Requisition Quote Sheet (Exhibit 006-A).

          

      3. The Requisition Quote Sheet is to be forwarded to the departmental requisition clerk for processing.

          

      4. The Requisition Quote Sheet will be retained by the requesting department as backup documentation after the order is placed.

          

   2. Written
      1. Three written quotes will be obtained for purchases of all goods/services that are expected to fall within the dollar range of $4,000.00 through $15,000.00 annually.

          

      2. A valid written quote is acceptable on company letterhead or on a Request for Quotation Form (Exhibit 017-A). Both must be signed by an authorized representative.

          

      3. Prices are to be recorded on a Requisition Quote Sheet and forwarded with the written quotes to the departmental requisition clerk for processing.

      4. The Requisition Quote Sheet will be retained by the requesting department. The original written quotes will be forwarded to the Procurement Division and should include the requisition number.