All competition needs to be documented, even if obtained verbally.
Competitive Bids: Obtaining Verbal Quotes. Verbal quotes are sufficient for generic purchases where price is not competitive, such as stamps and items on the state bid list, including airline coupons which the state has bid. Verbal quotes may be used with care in emergencies (ask advice of Network Services). Otherwise, verbal quotes may be used when purchases are simple, but even in theses cases it is preferred that the quote that will become the purchase be in a written form. It is almost always better practice to obtain written quotes.
Competitive Bids: Obtaining Written Quotes. Best Practice is to obtain written quotes from all competitive bids. Written quotes are required:
Any time an issue could develop as a result of the purchase. This is especially true for computers, travel, office supplies, printing, consultants, and use of program income. The amount of the purchase is not the issue, but the complexity of the purchase.
Any time exactness is required in what is purchased. An example would be business cards.
Travel. Supporting documentation for travel requests should include, at the very least, a copy of the airline tickets, the traveler’s itinerary, and the meeting agenda(s) when provided.
Requests for Quotation (RFQs) Form Approval. All RFQs for goods and services estimated to cost $1,000 or more require the prior approval of the director of Network Services as to form and content.
See related topics in this section:
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Supporting Documentation | |