before purchasing 

• Ensure all bidding requirements are met (below)

• Determine the best method to purchase (from below)

  • Should the purchase be executed via a Purchase Order or Contract?

Purchasing methods 

Purchases over $2,500 

Purchases over $2,500 must be executed utilizing one of the following purchasing methods.  

Purchases over $10,000 must adhere to RISD Bidding Requirements listed below.

1) RISD Purchase Orders

The vast majority of purchases made by RISD should be done with a Purchase Order (PO).  Employees should create a Requisition for Goods/Services through the Workday system.  Requisitions will be routed for approval depending upon the funding source.  Once the requisition is approved, a PO is created and issued to the supplier.

2) Contract (for goods or services)

The usefulness of a contract lies in its ability to clearly define the rights and obligations of both parties, mitigate risks, and provide a mechanism for resolving disputes. It offers greater protection and clarity, especially for complex or high-value transactions, ensuring that all parties are aligned and accountable throughout the procurement process.  Multipayment contracts will be converted into purchase orders upon execution.

See the Contract Managment and Independent Contractor Process pages for complete details 

Purchases under $2,500

Purchases under $2,500 may be executed on a purchase order, RISD Credit Card, or Supplier Invoice Request.  A contract can also be used if needed, such as independent contractors.

Ideally, departments should utlize the Workday Punchout Suppliers for routine small purchases whenever possible.

Purchases from: Amazon, WB Mason, B&H Photo, and Grainger must be completed via Workday Punchout. 

bidding requirements

Up to $10,000: One written quote

Up to $25,000: Two (2) quotes/bids are required from suppliers.

Quotes should be submitted to Procurement with the purchase requisition via Workday or to epro@risd.edu with applicable attachments. If the low bidder is not selected, a Procurement Exception Request Form must also be submitted in writing to the Procurement Services Department.

All capital projects must go through the Request for Proposal (RFP) process.

$25,000 and above: Three (3) written quotes/bids are required from suppliers 

All capital projects must go through the Request for Proposal (RFP) process.

• Large, institution-wide, capital projects require a formal Request for Proposal (RFP) process.  

• The RFP process is recommended for larger dollar amount projects and also more complex quotation needs. 

An effective RFP process takes several months; therefore, Procurement should be engaged in the project planning process, as early as possible..

Request for Proposal (RFP)

To initiate an RFP, email epro@risd.edu. The following templates will be completed in coordination with Procurement Services. 

RFP Template & Supplier Questionnaire Templates 

Sole Source Procurement 

Sole Source Procurement 

 Procurement Services is responsible for reviewing and approving contracts for the purchase of goods and services prior to execution by the appropriate authority. All proposed agreements are reviewed for terms and conditions, insurance requirements, the scope of work, the suggested vendor and pricing. As necessary, this process also engages other departments with specific potential concerns, including General Counsel, Information Technology Services, Marketing & Communications, Risk Management, Human Resources, the Budget Office and others.