Quick Reference Guide to Purchasing
The planning phase of a procurement is where the Project Manager/Requestor gathers information and ensures essential elements are in place so that the purchase can occur. It includes defining the agency’s need for a supply, service or project, documenting management and budgetary approval, and defining clear specifications. For larger services and construction projects, it may also include ensuring that the division has the authority to contract for the purchase, making certain that funds are available through the anticipated end date for services and planning a timeframe to accommodate vendor selection and contracting activities.
After initial planning is complete, the Project Manager can obtain any pre-approvals needed before vendor selection and/or contracting.
See the table below in order to find out what pre-approvals and forms you will need for your particular purchase or project:
Special circumstance procurements, emergency procurements, reverse auctions, and sole source procurements may be used at any threshold, with approval from the agency procurement official or Chief Procurement Officer (CPO), as required.
* A governmental body without delegated purchasing authority may purchase goods or services with no competition required up to a limit of $50,000.
** The CPO may approve or deny a request to use a DQ process when the estimated cost would exceed the small purchase threshold.
