Montana State University

900.00 Formal Bids/Proposals


SECTION CONTENTS

900.00   Formal Bids/Proposals 

910.00   Preparing the Purchase Requisition (PD-1)
910.10     Specification Sheets
910.20     Source of Forms
910.30     Purchase Requisition Approval
910.40     Rush Purchase Requisitions

900.00 Purchasing Procedures based on Total Contract Value over $25,000:

Departments ARE NOT authorized to purchase supplies, services, controlled items or capital items with a total contract value over $25,000. Purchases of this dollar value must be acquired by Procurement Services. Exceptions are identified in Section 300 of this manual. Departments must submit a Purchase Requisition to Procurement Services.  Purchase requisitions must be signed up to Vice-President level (or OSP level if grant funded).

Procurement Services is required to use the Competitive Sealed Bid or Competitive Sealed Proposal process for all purchases with an estimated TCV exceeding $25,000. The only exceptions are an approved Sole Source Procurement or orders issued on State Term Contracts. For purchases with a total contract value over $250,000, Procurement Services will submit a State Requisition to the SPB, unless otherwise stated in the Procurement Delegation Agreement. When certain conditions occur, Procurement Services will seek a one-time delegation approval to purchase the supply or service on behalf of the University.
 
Procurement Services will incorporate the "Standard Terms and Conditions MSU-Bozeman - Purchases over $25,000" to the resultant contract, see Appendix AB.

910.00 Preparing a Purchase Requisition (PR)
The Purchase Requisition (PD-1) is a 3-part form that must be completed and submitted to Procurement Services, see Appendix A. Instructions for completing the form are located on the back of the PD-1. Upon receipt, Procurement Services will review the PD-1 to ensure it is complete; including proper signatures and attachments. Common attachments include the Sole Source Justification, Statement of Work, Specifications, etc.  If the form is not properly completed, Procurement Services will return the PD-1 to the Department for correction.

NOTE: In the event the Department previously obtained written bid(s) prior to submitting the Requisition to Procurement Services, all bids must be attached to the Purchase Requisition.

NOTE: The Purchase Requisition must include the appropriate approval signatures. Please refer to Appendix E, Signature Routing Instructions. Please type the names and titles of the persons authorized to approve the PD-1 below each signature line. This will expedite the processing of the Requisition.

NOTE: SUBSTITUTE SIGNATURES WILL BE ALLOWED ONLY IF THE DEAN, DIRECTOR, OR DEPARTMENT HEAD HAS DELEGATED THEIR SIGNATURE AUTHORITY TO THAT SPECIFIC PERSON. IF YOU ARE AUTHORIZED TO SIGN ON BEHALF OF SOMEONE, DO NOT SIGN THEIR NAME. Sign your name and indicate whom you are signing for. EXAMPLE:  JANE DOE FOR BOB SMITH.  See Delegation of Authority policy at http://www2.montana.edu/policy/delegation_of_authority2006/Delegation_%20of_%20Authority10_23_06.htm.

910.10 Specification Sheets
If specifications and/or a statement of work are required, they must be submitted with the Purchase Requisition. In order to expedite the purchasing process, departments must prepare a Microsoft Word or Excel document to identify the specifications and/or statement of work. Please attach a copy of the specifications to the Purchase Requisition and E-mail the specifications to Procurement Services. This will ensure that the specifications and/or statement of work are properly captured in the solicitation and the contract.

910.20 Source of Forms
Purchasing forms are available from Procurement Services. Commonly used forms are available on-line at:  http://www.montana.edu/wwwbu/purchasing/policy.html.

910.30 Purchase Requisition Approval
Purchase Requisition Approval Process: see Appendix E and Appendix V.
Departments are responsible for routing the PD-1 through appropriate management to obtain proper signatures. 

910.40 Rush Purchase Requisitions

  1. Label the Purchase Requisition "RUSH".
  2. Hand-carry or  email a PDF copy of a typed Purchase Requisition to Procurement Services. Ensure that the Requisition includes the proper approvals/signatures.  
  3. Attach a written explanation of the urgency to the Requisition.
  4. Procurement Services will obtain bids from suppliers and immediately issue a Purchase Order. Suppliers will be requested to expedite delivery. Award will be made to the lowest bidder who meets the specifications and required delivery date.
  5. If a local supplier does not have access to a facsimile machine, contact Procurement Services for further instructions.

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