Bid Processing Questions
When am I required to obtain bids?
What do I do if the low bid is unacceptable?
When can I "sole source", e.g. justify not bidding?
When am I required to obtain bids?
SDSURF has two levels of bidding requirements
- Purchases ‹$5,000 and ›$10,000 require informal bids such as internet searches, telephone quotations, etc. Document your search with screen prints, memos, emails, and/or an Abstract of Quotations form and attach to the Purchase Requisition form. Refer to PAG Section 3.C.2 for detailed information.
- Purchase Requisition Standard Form (Excel Format, 21KB)
- Purchase Requisition Expanded Form (Excel Format, 22KB)
- Purchases >$10,000 require formal Request for Quotation/Proposal (RFQ/P) in order to provide a clear and concise audit trail and ensure full compliance with federal and state regulations. This is a joint effort between the requestor and an SDSURF buyer. Refer to PAG 3.C.3 for detailed information.
What do I do if the low bid is unacceptable?
If the low bid does not meet your minimum standard or include all items required, it is perfectly acceptable to select other than the lowest bidder. In order to document your choice, complete an Abstract of Quotations form and attach to the Purchase Requisition form. Your justification for supplier selection must be very specific and clearly substantiate the reasons for your choice.
- Purchase Requisition Standard Form (Excel Format, 21KB)
- Purchase Requisition Expanded Form (Excel Format, 22KB)
When can I "sole source", e.g. justify not bidding?
An SDSURF Sole Source/Brand Name Justification form must be completed and attached to the Purchase Requisition form. This form provides the purchasing department with the basis for the waiver of the bid process, i.e. item is one-of-a-kind, unique design, compatibility issues, delivery date, emergency, etc.
- Purchase Requisition Standard Form (Excel Format, 21KB)
- Purchase Requisition Expanded Form (Excel Format, 22KB)