Purchases $5000 – $24,999 – Documented quotations from two or more vendors by telephone, fax, email, or justification why not obtained is required for purchases greater than $5000 to $24,999. Verbal quotes may be documented on the requisition.
IT Purchases of $20,000 and above – Information technology resources acquisitions costing $20,000 or more must be approved by the University Information Resource Manager (IRM).
Communications Purchases of $25,000 and above – All communications resources purchases of $25,000 or more must be approved by the University Information Resource Manager (IRM).
Purchases $25,000-$74,999 – Written quotes from two or more vendors or written justification why quotations were not obtained shall be obtained for purchases greater than $25,000 to $74,999. Procurement Services may, at their discretion, waive the requirement for written quotations when it is in the best interests of the University. The purchasing file shall be documented prior to the processing of a purchase order by the Procurement Coordinator as to the circumstances when competitive quotes are not obtained.
Purchases of $75,000 and above
Formal competitive bids, (ITB/RFP/ITN) are required on purchases of commodities, contractual services, deferred payment and revenue generating contracts in excess of $74,999. A formal two-party contract may be required for contract services. For the purposes of determining the bidding threshold the total cost of the requirement may include any options, add or deduct alternates, and trade-ins, for the life of the contract.
Commodities or contractual services available only from a single source, my be exempted from the bid requirements when the University certifies and documents that there is only one source of supply capable of meeting all specifications, terms and conditions to the University’s satisfaction.
Software license agreements that exceed the $75,000 level will be forwarded by Procurement Services to the University’s General Counsel Office for review prior to being signed by Procurement Services. The Procurement Coordinator will notify the department when this occurs.
Purchases of $150,000 and above
Contractual Service Contracts for greater than $150,000 must be reviewed by the General Counsel.
Invitations to Bid, Requests for Proposal and Invitations to Negotiate for commodities expected to be in excess of $150,000 shall be advertised. The venue is selected by the purchasing Coordinator and may include the University Procurement website, the Florida Administrative Weekly, or Florida Communities Network. The Procurement Director has the authority to waive the advertisement requirement when the number of potential bidders or proposers is limited and can otherwise be solicited, when the availability of funding requires or where delivery is urgent.
Purchases of $1,000,000 and above – All purchases in excess of $1 million will be reviewed and approved by the President. For contracts and software license agreements, the contract will be processed by Procurement with legal review and involvement. When completed and signed by the vendor, it will be transmitted with cover memo to the Vice President, Finance and Administration for delivery to the President.