What to Expect from the Purchasing Department

GOODS: SERVICES: CONSTRUCTION:
$3,000 to $10,000.00 Purchasing Agent Discretion $3,000 to $25,000.00 Purchasing Agent Discretion $3,000 to $25,000.00 Purchasing Agent Discretion
$10,000 to $150,000.00 Documented Quote via State of Colorado "BIDS" System $25,000 to $150,000.00 Documented Quote via State of Colorado "BIDS" System $25,000 to $150,000.00 Documented Quote via State of Colorado "BIDS" System
$150,000 and more Formal Invitation For Bid via State of Colorado "BIDS" System $150,000 and more Formal Request for Proposal via State of Colorado "BIDS" System $150,000 and more Formal Invitation for Bid via State of Colorado "BIDS" System and advertise in Coloradoan and The Daily Journal

University policy states that all purchases for goods and services greater than $3,000 should be processed with a purchase requisition. "Small Dollar" purchases up to and including $3,000 for a single transaction should be processed via ACARD or on an AFE.

Definitions:

  1. Purchasing Agent Discretion - Competition not required. However, PA may elect to solicit competition if deemed in the best interest of the University. All purchases greater than $1,500 require a written quotation per the Uniform Commercial Code.
  2. "BIDS" System - State of Colorado Internet bidding system. Only method of bid notification allowed.
  3. Documented Quotation - Informal quote process. Must be posted on the State of Colorado "BIDS" System for a minimum of three (3) business days.
  4. Invitation for Bid - Formal bid process. Must be posted on the State of Colorado "BIDS" System for a minimum of fourteen (14) calendar days.
  5. Request for Proposal - Formal process which considers criteria other than prices in evaluation and award. Must be posted on the State of Colorado "BIDS" System for a minimum of thirty (30) calendar days.
  6. Small Dollar Purchase - Small dollar purchases are those purchases where it is NOT anticipated that future (in the fiscal year) purchases of like or similar goods or services will be needed, OR if it is anticipated, that any future recurring (in the fiscal year) purchases will remain small, cumulatively $3,000 or less. The reasoning behind this rule is that small transactions that are recurring can add up to large purchases and would be subject to competitive bidding in order to comply with procurement and fiscal rules and to assure maximum value to the University.

Source Selection:

  1. State of Colorado and University Price Agreements. Consult with Purchasing Agent.
  2. Bid Process. Documented Quote, Invitation for Bid or Request for Proposal via the State of Colorado "BIDS" System. Consult with Purchasing Agent.
  3. Sole Source. Review sole source guidelines and consult with Purchasing Agent.
  4. Emergency purchase per Colorado Revised Statute 24-103-206. See Procurement Rule R-24-103-206-01 for definition and consult with Purchasing Agent. Emergency determination made by the Director of Purchasing.

Established Service Levels for Procurement:

Purchase Requisition: Documented Quote: Invitation for Bid: Request for Proposal:
Simple PRs, those in the PA discretionary range, should be processed within two workdays from receipt. Preparation time for simple DQ is two to five workdays from receipt. Add "BIDS" time as noted above and bid analysis time. Preparation time for simple IFB is two to five workdays from receipt. Add "BIDS" time as noted above and bid analysis time.  
PRs which require competition will be processed according to bid preparation and "BIDS" posting times as well as time for bid analysis. Preparation time for DQ with detailed specifications is three to seven workdays from receipt. Add "BIDS" time as noted above. Preparation time for IFB with detailed specifications is three to seven workdays from receipt. Add "BIDS" time as noted above. Preparation time for RFP is seven to fifteen workdays from receipt. Add "BIDS" time as noted above.
  Bid analysis time will vary from two to ten workdays. Bid analysis time will vary from two to ten workdays. RFP analysis according to the schedule of activities listed in the RFP.

Established Service Levels for Processing Contracts for the Acquisition of Goods and Services:

Purchasing Agents must review vendor terms and conditions presented in a vendor contract and determine whether those terms and conditions are in conflict with University policies or State rules and laws. Many times, the review involves interacting with the vendor contact and sometimes with the vendor's legal staff.

Contracts without PO: Contracts less than $50,000: Contracts $50,000 and more:

Contracts without PO, those typically paid by ACARD or AFE, should be completed within three to five workdays from receipt.

Required signatures: vendor, department, Director of Purchasing or his delegate, University Controller or his delegate.

Contracts less than $50,000 should be completed within two weeks from receipt. Please add bid preparation and "BIDS" posting times if competition is required as well as time for bid analysis.

Required signatures: vendor, department, Director of Purchasing or his delegate, University Controller or his delegate.

 Contracts $50,000 and more should be completed within four weeks from receipt. Please add bid preparation and "BIDS" posting times if competition is required as well as time for bid analysis.

Required signatures: vendor, department, Director of Purchasing, University Contracts Manager, University Controller.

Established Service Levels for Communications:

Telephone messages and e-mails should be returned the same day, but no later than the following workday.