The following checklists are intended to help you keep track of required documentation, applicable links to important information, and forms required for the requisition phase for purchases over $10k:
- Requisition Checklist (not utilizing Federal grants)
- Requisition Checklist when making purchases utilizing Federal grant funding
Competitive bidding is required whenever a planned purchase of goods or services will be $10,000 or greater. University policy FN 05 outlines the competitive bidding requirements, thresholds for purchasing requirements, and exceptions. It is important to note that competitive bidding is not required when using University-wide Contracted Suppliers, unless the order is funded by a Federal Grant.
Please note that because a supplier is active in the PantherExpress System, it does not indicate that they are a University-wide Contracted Supplier. Visit this page for a directory of University-wide Contracted Suppliers and if a supplier is not on this list then a Directed or Sole Source Justification Form is required to be attached to your requisition in the PantherExpress System.
Competitive bidding ensures that your pricing will be competitive within the marketplace and makes the supplier more likely to provide its most aggressive pricing and other terms. It also ensures your compliance with University policy. While competitive bidding is not required for purchases under $10,000, it is required that purchasers compare and/or evaluate potential suppliers in order to obtain the lowest total cost.
Directed or Sole Source Justification Form
If you are not conducting Competitive Bidding, you will be required to attach a Directed or Sole Source Justification (DSSJ) form with your attachment. The DSSJ form confirms the fact that the requester does not have any personal financial conflicts with the requested supplier. Only deans, department directors and department chairs (“3Ds”) may sign as the approver on the DSSJ.
Purchases Up to $50,000
For purchases between $10,000.01 and $50,000 where the purchase is not with a Contracted Supplier, purchasers may use the Request for Quotation template for the competitive bidding process and submit the documentation with your requisition through the PantherExpress System.
Purchases Over $50,000
For purchases over $50,000, purchasers should work with their assigned procurement specialist to issue a Request for Proposal.