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: 1/1/1985

Revised: 11/12/2014

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PUR 306–02: Waiver of Bidding Requirements for Procurements Costing $100,000 or More

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Purpose

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To allow for procurement, under certain circumstances, without going through the formal bidding procedure

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Source

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

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Policy

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All procurements costing $100,000 or more require competitive sealed bids. The president or designee(s) may authorize procurements without competitive bidding if a situation exists that:

  1. threatens public health, welfare, or safety

    or

  2. makes compliance with the competitive bidding requirement impracticable, unnecessary, or contrary to the public interest.

The president has delegated to a few selected senior officials the authority to waive bidding requirements under those conditions.

Waiver requests must be submitted to Purchasing and Business Services for review. Purchasing and Business Services will recommend approval or disapproval and forward the request to general counsel. General counsel will review the request and will forward only requests recommended for approval to the respective approval authority.

If the waiver request is denied, Purchasing and Business Services will work with the requestor to initiate the formal solicitation process.

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ProcedureD

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Responsibility
Action
Requesting unit
  1. Complete the Request for Waiver of Bidding Requirements form, describing the circumstances in detail.
  2. Submit to the chief procurement officer for approval:
    1. a completed waiver form

      and

    2. a requisition for the item.
Chief procurement officer
  1. Indicate concurrence or nonconcurrence and forward to general counsel.
General counsel
  1. Recommend approval or disapproval.
  2. Return waivers recommended for disapproval to the requestor, with a copy to Purchasing and Business Services.
  3. Forward waivers recommended for approval to the respective approving authority.
President
or
designee
  1. Approve or disapprove the waiver.
If disapproved:
  1. Return the requisition and waiver form to the requesting unit.
If approved:
  1. Send to Purchasing and Business Services:
    1. the requisition

      and

    2. the approved waiver form.
Purchasing and Business Services
  1. Determine for approved waivers:
    1. the amount of competition practicable under the circumstances
    2. the price
    3. the supplier

      and

    4. other necessary information (e.g., contract terms and conditions, delivery requirements).
  1. Place the order.
  2. Maintain a log of each procurement costing $100,000 or more for which bids were waived.
  3. File the waiver form and a copy of the requisition (with the assigned purchase order number) in a separate waiver file.
  4. For disapproved waivers, work with the requestor to initiate a formal solicitation.

endtable

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Cross-References

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For information on waiving the bidding requirement for sole source procurements, see PUR 303–02, “Sole Source Procurement/Justification.”

For information on bidding, see:

  1. PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria”
  2. PUR 305–01, “Bidding Requirements for Procurements Costing Less than $50,000”
  3. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $50,000 but Less than $100,000”
  4. PUR 306–01, “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.”

For information on special procurements, see:

  1. PUR 402–01, “Personal/Professional Services”
  2. PUR 402–02, “Professional Design Services Costing $250,000 or Less”

    and

  3. PUR 402–03, “Professional Design Services Costing More than $250,000 and Construction Services.”

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