Purchases of $5,000.01 - $25,000 (informal bidding)
NOTE:The purchaser’s steps are essentially the same for any procurement $5,000.01 and above. The processes for requisitions of $25,000.01 and above and of $100,000 and above are included below to inform the purchaser of the steps OCA takes to select vendors at these different cost thresholds.
Step 1. Identify need.
Step 2. Submit requisition through PASS, attaching a detailed Statement of Work (SOW) and Government Cost Estimate (GCE).
Step 3. Program or school supervisor must approve requisition.
Step 4. Budget analyst must approve pre-encumbrance of funds.
OCA makes request for quotes (RFQ; three quotes required, but these may be oral), receives bids, conducts bid analysis and awards contract.
OCFO encumbers funds.
OCA creates PO and places order with vendor.
Vendor delivers goods or services and submits invoice to Accounts Payable and purchaser.
Step 5. After receiving goods or services, complete receiving report in PASS and certify invoice.
Accounts Payable pays vendor ONLY AFTER receipt of PO, receiving report and certified invoice.
NOTES: For sole source procurements of $5,000.01 and above, you must attach to your PASS requisition a market survey/sole source justification.