Code 302

SEDC is required to comply with legal standards established by the Utah Procurement Code and guidelines provided by the State Office of Education.

1. If a department desires to purchase any item or group of items costing $500.00 or more, informal bids or quotations will be required (i.e. a group of chairs, costing $2.00 each, for a total of $1,000 shall be bid). Any item or group of items over $2,000 require written bids and over $50,000, advertisement plus sealed written bids.
2. The department head should prepare specifications describing the item or services desired. Include required size, function, and quality. Specific brand names may be listed with an indication that a comparable quality is desired.
3. At least three quotations shall be obtained and submitted with the requisition to the director.
4. A reasonable time for response should be allowed. Especially in the case of written bids, at least 10 days should be given.
5. “Informal” bids secured by telephone will be acceptable in most cases. Informal bids should be recorded on the appropriate SEDC form.
6. The low bid meeting the criteria should be accepted. When a preference for other than the low bid is desired, written justification must also be attached to the requisition.
7. The same procedures must be followed for purchases made with grant funds. Grant fund information should be kept on file at least three years.
8. The SEDC staff will assist by suggesting sources. SEDC will also coordinate and mail bid forms for quantity purchases, to obtain a better bid. The staff will also handle major purchases with input from the specialist(s) involved.
9. Purchases made under the state bidding contracts must contain the state contract number on the requisition and don’t require individual bids to be secured by SEDC.