PUR 303–04: Cost Analysis
To ensure that prices paid for goods and services are reasonable
Purchasing and Business Services is responsible for determining that prices paid for goods and services are reasonable. Purchasing and Business Services buyers will review each procurement to ensure that the prices paid are reasonable.
Procurements of Less than $50,000
For procurements of less than $50,000, the buyer will use professional judgment as to whether or not the prices to be paid are reasonable. The buyer’s signature on the purchase document is the only evidence required that this determination has been made.
Procurements of at Least $50,000 but Less than $100,000
For procurements of at least $50,000 but less than $100,000, the buyer will compare quoted prices. In the event of a sole source or single bid received, the buyer will justify why the price is reasonable on the Informal Quote Summary Sheet or Telephone Bid Record.
Procurements of $100,000 or More
For procurements of $100,000 or more, the buyer will compare quoted prices. In the event of a sole source, the buyer will request from the sole source supplier a written quotation and a price warranty form. The buyer also may compare the price lists of similar suppliers, or compare the quoted price to the previously determined target price. If the buyer determines that the price is not reasonable, the buyer will request detailed cost and/or price data from the proposed supplier. For procurements of $100,000 or more in which a single bid is received, see the following section.
Single Bid Received in Procurements of $100,000 or More
For those formal solicitations where only a single bid is received, the buyer may review:
If the buyer does not consider the quoted price reasonable, he or she will request detailed cost and pricing data from the proposed supplier.
The contract file for procurements costing more than $100,000 that require a cost analysis must contain a statement that the buyer has reviewed the quoted prices and considers the price reasonable. The statement should contain the comparable prices used to make this determination.
For information on sole source procurements, see PUR 303–02, “Sole Source Procurement/Justification.”
For information on small dollar value procurements, see the policies under PUR 304, “Small Orders.”
For cost analysis information on used equipment purchases, see PUR 401–05, “Used Equipment.”
For authoritative references, see the Research and Sponsored Projects Policies and Procedures Manual— RSP 101, “General Research Policy.”