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All requisitions for purchase are to be delivered to the Purchasing Office.
4.2 Request for Quotations
The Purchasing Office will solicit bids from vendors in accordance with Purchasing Policies and Procedures, Section 1.4.4. This is accomplished by the Purchasing Office issuing a Request for Quotations (RFQ) (See Exhibit P-4) or a Request for Proposal (RFP). The RFQ/RFP states an opening date and time, and bid responses must be received in the Purchasing Office by this date and time in order to be considered. If either the requisitioner or the vendor requests it, a definite time extending beyond the fourteen (14) days for the opening of bids may be established to allow all concerned parties to respond.
4.3 Analysis of Bids
When the bids are opened, an analysis of the bids will be made (See Exhibit P-6) and a purchase order will be issued to the lowest responsive and responsible bidder meeting specifications. Requisitioners will be contacted to review the bids before a purchase order is issued.
4.4 Contracts
Departments are encouraged to request contracts (See Exhibit P-9) for items that are ordered several times a year. The securing of contracts will be initiated by a request in writing from the requisitioner, through the Departmental Chairperson and the Dean or Administrative Officer. Contracts are obtained by securing bids as described under "Request for Quotations" (Purchasing Policies and Procedures, Section 4.2). A contract is issued to the lowest responsive and responsible bidder meeting specifications.