Purchasing Guidelines

Purchase of Goods and Services < $20,000

Typically do not require a bid

Purchase of Goods and Services under $2,999

Timing: NA

• P-Card is preferred payment method for small $ purchases as outlined in Purchasing and P-Card policy.
• Consultants, speakers, other Independent Contractors and foreign vendors may not be paid by P-Card, unless pre-approved by Tax Reporting, due to potential IRS withholding.

Documentation:

Contracts or SRR approval if applicable, all receipts supporting P-Card transactions need to be kept with the cardholder statement.

Purchase of Goods and Services $2,999 – $19,999

Timing: ~3 days, allow adequate time for OFC vendor documentation review

• Do not submit a purchasing requisition for Independent Contractors. Complete the Independent Contractor Classification Checklist.
• Process may take longer if vendor does not accept Boise State University Standard Terms and Conditions.
• Procurement will issue a Purchase Order.

Documentation

• Purchasing Requisition is submitted by department via Bronco Hub.
• At least one vendor quote is required. Prudent business practices suggest obtaining several comparison quotes.

Purchase of Goods and Services $20,000 – $249,999

Typically require an informal bid process using Request for Quote (RFQ)

Timing: 4 – 8 weeks, allow adequate time for OFC vendor documentation review, a minimum of 3 weeks

• Timing depends on how complete the specifications are, complexity of the purchase and number of active bids in Procurement queue.
• Process may take longer if vendor does not accept Boise State University Standard Terms and Conditions.
• Procurement will issue a Purchase Order.

Documentation:

• Purchasing Requisition is submitted by department via Bronco Hub.
• Informal bid required, minimum of 3 quotes from vendors to meet this requirement, attach them to the REQ if you have them; otherwise Procurement will issue a Request for Quote (RFQ).
• SRR approval, if applicable.

Purchase of Goods and Services over $250,000

Typically require a bid process using Invitation to Bid (ITB)/ Request for Proposal (RFP)

Process for Purchases of >$250,000

Specification development/document review

Timing: varies greatly

• Involve Procurement early, even before requisition/funding is settled so correct forms and procedures can be implemented at the appropriate time.
• More complex bidding situations will take longer.

1. Invitation To Bid (ITB) or Request For Proposal (RFP) Bid document development/evaluation criteria.
   Timing: 2 – 4 weeks
   Documentation
   Purchasing Requisition is submitted by department via Bronco Hub.
2. Open bid period bidder Q and A period and/or pre-bid conference bid responses received/opened by Purchasing responses sent to end user.
3. Bid evaluation by University evaluation committee committee; Scores sent to Purchasing for tabbing; cost points added and apparent winner determined.
4. Letter Of Intent (LOI) to award notification sent to all bidders.
5. Issue PO
   PO award can be delayed if: appeal received during LOI period OR terms and conditions must be negotiated with the winning supplier.

Approximate Timetable Total

8 – 20 weeks