Policy Information
Purchase by Competitive Sealed Bidding
Effective
Number
PUR 3 00
Applicability
This policy applies to University Administrators Faculty and Staff
Administrative Authority
Vice President for Finance and Chief Financial Officer
Responsible Unit
Sally Molsberger - Chief Procurement Officer
Service Complex, University of Louisville
Louisville, KY 40292
Phone: 502-852-8223
Email: purchase@louisville.edu
History
Original Date: Unknown
Revision Date(s): January 1, 2018; July 1, 2018; September 28, 2018; November 20, 2023; November 28, 2023; June 28, 2024
Reviewed Date(s): February 14, 2020; November 20, 2023; November 27, 2023; June 25, 2024
Categories
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 $100,000. 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 $50,000 - $99,999.99 require three (3) quotes.
Federally-funded purchases between $50,000 - $99,999.99 now require three (3) quotes. See Annual Self-Certification (FY2025).
*Refer to Policy PUR-11.00 for professional services
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.
Reasoning
KRS Compliance
University Policy
Uniform Guidance, 2 CFR 200 200.317-.326
HHS increased the federal micro-purchase threshold from $10,000 to $50,000. See Annual Self-Certification (FY2025). The federally funded purchases over $100,000 will continue to be competitively bid.
Responsibilities
The University of Louisville Department of Procurement Services 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 procurement staff has also been given the authority to determine the method (i.e., bid, quote, etc.) of procurement for purchases under $100,000 using the value-added principle.