Procurement Services 302: Request for Quotations

Purpose

To provide guidelines for obtaining quotes

Reference

University of Alaska Procurement Manual (not available online) Board of Regents Policy 05.06

Definitions

Request for Quotations: An informal solicitation where bids or quotes are obtained for items or services that have clearly defined specifications and requirements. Applies to the competitive requirement for commodity and qualified non-personal service purchases between $5,001 and $50,000 total dollar value.

Policy

Requirements
University procurement regulations require at least two quotes to provide adequate competition. The solicitation should be done by a delegated UAA procurement officer. However, quotes obtained by department employees may be acceptable according to the commodity and/or dollar value. Written, oral or electronic quotes may be solicited. Oral quotes must be verified in writing or by contacting the potential vendor or contractor that submitted the quote.

A Request for Quotations may be initiated by the entering a requisition in the Banner system. Departments may need to submit additional documentation to fully describe specifications and requirements. Such documentation should be submitted concurrently with the requisition entry to facilitate the prompt placement of the order.

Effective: 10/25/2005