Pol-Purchase by Competitive Sealed Bidding

policy purchase by competitive sealed bidding modified Fri May 01 2020 13:31:04 GMT-0400 (Eastern Daylight Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Purchase by Competitive Sealed Bidding

EFFECTIVE DATE

POLICY NUMBER

PUR - 3.00

POLICY APPLICABILITY

This policy applies to University Administrators, Faculty, and Staff.

POLICY STATEMENT

As stipulated by KRS 45A.080 and 45A.100, the University is required to solicit formal Invitations to Bid for commodities and non-professional services*, including constructions, where University Annual spend exceeds $40,000.   All Invitation to Bids shall have a specified opening date and time and are publicly opened and read on that date.  Late bids are not accepted.  A department shall not artificially divide or parcel purchases over a period of time for the purpose of evading the competitive bidding process.

Invitation to Bids shall state that awards shall be made on the basis of best value (KRS 45A.080 (2)).

Purchases between $20,000 - $39,999 require three (3) quotes.

Effective September 24, 2018, the Department of Health and Human Services (HHS) approved the federal micro-purchase threshold to $20,000.  Federally-funded purchases between $20,000 - $39,999 require three (3) quotes.

*Refer to Policy PUR-11.00 for professional services

REASON FOR POLICY

KRS Compliance
University Policy
Uniform Guidance, 2 CFR 200   200.317-.326
HHS increase to federal micro-purchase threshold from $10,000 to $20,000

RELATED INFORMATION

For cases in which purchases are so divided or parceled, the department head shall be personally liable for the amount by which the total amount purchased exceeds the amount authorized to be purchased.

To obtain quotes, departments may visit www.govquote.us and create an account.

RESPONSIBILITIES

The University of Louisville Department of Purchasing has been delegated this responsibility by the President and the Board of Trustees and is the sole point of contact for the University during an open bidding process.  The buying staff has also been given the authority to determine the method (i.e., bid, quote, etc.) of procurement for purchases under $40,000 using the value added principle.

ADMINISTRATIVE AUTHORITY

Vice President for Finance and Chief Financial Officer

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Sally Molsberger, Director – Procurement Services
Service Complex, University of Louisville
Louisville, KY 40292
502-852-8223
purchase@louisville.edu

HISTORY

Original Date: Unknown
Revision Date(s): 9/28/18; 7/1/18; 1/1/18
Reviewed Date(s): 2/14/2020

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.