Step 3: Solicit Bids, Quotes, and Other Information from Vendors
3 Options: There are 3 options to pursue a purchase:
Option 1 - Competitive: A competitive process -- at least 3 vendors should be considered.
Bid/Quote Summary Form (used to summarize 3 vendor quotes)
Option 2 - Competitive State Contract: Use a vendor with state approved cooperative contract
State Cooperative Contracts Website
Option 3 - Sole Source as Last Resort: When a competitive process is not available, use a sole source purchase process.
Sole Source Purchase Approval Form
3-401 Conditions For Use of Sole Source Procurement.
Sole source procurement shall be used only if a requirement is reasonably available from a single supplier. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offeror for that item.
Examples of circumstances which could necessitate sole source procurement are:
(1) where the compatibility of equipment, accessories, replacement parts, or service is the paramount consideration;
(2) where a sole supplier's item is needed for trial use or testing;
(3) a test or pilot is being conducted under R33-3-121(3);
(4) procurement of items for resale;
(5) procurement of public utility services.
The determination as to whether a procurement shall be made as a sole source shall be made by the procurement officer. Each request shall be submitted in writing by the using agency. The officer may specify the application of the determination and its duration. In cases of reasonable doubt, competition should be solicited. Any request by a using agency that a procurement be restricted to one potential contractor shall be accompanied by an explanation as to why no other will be suitable or acceptable to meet the need.
When pursuing Option 1 (see above), schools and programs should send a "Request for Quote" or similar inquiry to potential responsive and responsible vendors asking them for pricing and other related information. Forms and resources are provided below. It is critical this request be consistent with the specifications developed in Step 2: Determine Specifications. The school must provide the same "Request for Quote" and specifications information to each vendor to validate using a fair, open, and competitive purchasing process. In addition, the request for quote should be accompanied with the following cover letter:
(District or School Letterhead)
PURCHASING SOLICITATION for BID, QUOTE, or OTHER INFORMATION
On behalf of Beaver County School District, we are seeking pricing and other related information for a purchase.
The details regarding this purchase is also enclosed or attached. Beaver County School District is exempt from Utah sales tax and complies with all Utah procurement codes and rules, including the ethics provisions of government purchasing laws. Our district implements competitive purchasing procedures to help ensure compliance.
We would appreciate it if you would consider responding to this request. To better help us ensure we meet our purchasing requirements, please include all relevant information in your response:
All Costs & Fees: product pricing, shipping, fees, assembly, etc.
Product/service specifications
Date of delivery
Time period for which your bid, quote, or proposal is valid
All free of charge items that will be included and shipped with the purchase
Any other information that may help us to understand the options available for this purchase
Beaver County School District procedures require that all items (goods and services) your organization intends to include in your proposal be documented and disclosed up front. Please make sure to document all goods, services, costs, and fees in your response—including items that may be free of charge.
If you have any questions, please feel free to contact me at (phone number).
Sincerely,
(District or School Representative)
Internet Quote Solicitations: Solicitations for bids, quotes, or other related information using the internet is a great way to explore competitive purchasing avenues. In most cases, website companies can provide greater savings to governmental and public education entities than is advertised on their website. Employees should contact the company, either by phone or e-mail, and inquire as to whether or not there is "government" or "education" pricing available. This often times will generate a better price for the purchase. Very rarely should schools or program rely solely on the pricing information quoted on a website.
Level of Processing for Purchasing Functions: Purchases over $3,000 must be processed through the district office. A purchasing authorization form or contract should be used to establish the agreed upon terms of the purchase with the vendor. Purchases under $3,000 may be processed at the school/program level. Purchasing functions include Steps 1 - 5:
Forms & Resources:
PURCHASING PROCEDURES:
ETHICS:
Step 3 requires the staff to solicit bids, quotes, and other related information from responsive and responsible vendors. This step requires the specifications developed in step 2 to be used to solicit bids and quotes from vendors. The primary method that should be used for the overwhelming majority of purchases is a competitive purchasing method--which either 1) solicits bids or quotes from at least 3 responsive and responsible vendors, or 2) uses a competitively established state procurement contract. A competitive purchasing process is designed to explore "options" in an objective and unbiased manner. Personnel should not enter into a competitive purchasing process with the idea of using a pre-determined vendor. Vendor selection occurs in Step 4: Vendor Selection.
Bid/Quote Requirements: