Purchasing and Business Services Manual (PUR)

Interim Posting

Note: At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.


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Effective: 7/1/1985

Revised: 11/12/2014

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PUR 305–01: Bidding Requirements for Procurements Costing Less than $50,000

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Purpose

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To establish responsibility for determining the amount and type of competition necessary for procurements costing less than $50,000

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Sources

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Arizona Board of Regents Policy Manual - 3-801.D.1., 3-803
University policy

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Applicability

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Procurements costing less than $50,000

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Policy

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Cost

Procurement requirements will not be divided artificially or fragmented into increments or components costing less than $50,000 to circumvent the applicable competitive sealed bidding requirement for procurements costing $100,000 or more. Requisitions for the same commodity from the same department within a short time period also will be considered an artificial division of a procurement.


Public Competition

For procurements costing less than $50,000, the type and amount of competition necessary to select a supplier will be determined by the Purchasing and Business Services commodity buyer. Per ABOR 3-801.D.1, all procurement under $50,000 and under must be awarded to small businesses unless it is impracticable.

Note: Transactions done by Purchasing and Business Services over $5,000 but under $100,000 SHALL be restricted to small businesses unless it is impracticable. In accordance with this directive, the chief procurement officer has decided that transactions under $5,000 are impracticable to mandate awarding to small businesses.

The buyer will take into consideration:

  1. need
  2. market
  3. time constraints
  4. delivery requirements
  5. availability

    and

  6. other factors (e.g., value of the item).

The buyer’s professional determination of the type and amount of competition necessary to select a supplier need not be documented. The buyer’s signature on the purchase document is sufficient evidence that this professional determination has been done.

Pricing

Competitive price quotations may be solicited on the telephone, orally, or in writing. Informal bids need not be opened publicly. Price information received from any quotation will not be disclosed until after award of the order.

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Exceptions

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Sole source, emergency, and professional service procurements exempted by the Board of Regents and design and construction consultant services that are selected in accordance with PUR 402–02, “Professional Design Services Costing $250,000 or Less.”

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Cross-References

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For related information on bidding, see:

  1. PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria”
  2. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $50,000 but Less than $100,000”
  3. PUR 306–01, “Bidding Requirements for Procurements Costing $100,000 or More”
  4. PUR 306–02, “Waiver of Bidding Requirements for Procurements Costing $100,000 or More”
  5. PUR 501–01, “Information to Suppliers”
  6. PUR 501–02, “Advertising for Bids”

    and

  7. PUR 501–03, “Bid Security and Performance and Payment Bonds.”

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