Bidding Process
Over $400,000 Requires BOR Approval: Formal Board of Regents action for purchases of personal property and/or services is not required except in those cases when the purchase price exceeds $400,000.
$150,000 or more Requires Formal Bids: Except as otherwise provided in the purchasing policy, any purchase committing the University to an expenditure of $150,000 or more shall be made to the lowest responsible bidder, taking into consideration the best interests of the University. A formal sealed bid process is used in securing pricing using an “Invitation to Bid” or “Request for Proposals.” A minimum of fifteen (15) days shall elapse between the time formal bids are advertised or called for, and the time of their opening.
$25,000 to $150,000 Requires Quotations: Purchases greater than $25,000 and less than $150,000 will also be processed on a competitive basis, although in an informal manner - by verbal or written requests for quotations. These purchasing solicitations must involve the Business Services office to administer/manage the informal verbal or written requests for quotations process.
Competitive Bids $5,000 to $25,000: Requesting units under your direction are strongly encouraged to solicit and secure competitive pricing from three (3) prospective bidders, at a minimum, on transactions greater than $5,000 but less than $25,000.00. Business Services will provide assistance upon request of your department, however, they will no longer be directly involved in securing competitive bids/quotes for this dollar level of purchases.
Sole Source Purchase. In the rare event that a requesting unit elects not to solicit competitive pricing, a written justification for a sole source purchase signed by the unit head is required at dollar levels above $5,000. For those transactions greater than $5,000 but less than $25,000, all vendor/ supplier challenges or allegations of unfair treatment during the informal bid process conducted by a requesting unit will be sent to the requesting unit head for response.
Purchase Order Processing for Items Less Than $5,000: Purchases less than $5,000 should be made with the procurement card, if the purchase is a nonrestrictive commodity, and not with a University Purchase Order. Purchase Order numbers can no longer be obtained without submitting a Purchase Requisition. The Procurement Card Program was designed to improve efficiency in processing and completing low dollar purchases, and is more cost effective for the University. If you would like to apply for a procurement card, please fill out an application, which can be found in SAPPHIRE under UNK Business Forms. Send the completed application to Business Services for processing. If a vendor does not accept a Visa credit card, please indicate this information on the purchase requisition. The process for purchases made through a contracted vendor will remain the same. If you would like more information regarding the University’s contracted vendors, please visit the Business Services home page at http://www.unk.edu/admin/vcbf/policy/index.php?id=7880.