• When am I required to obtain bids?
• What do I do if the low bid is unacceptable?
• When can I "sole source", e.g. justify not bidding?

When am I required to obtain bids?

SDSURF has two levels of bidding requirements:
Purchases greater than $5,000 and less than $10,000 require informal bids such as internet searches, or telephone quotations. Document your search with screen prints, memos, emails, an/or an Abstract of Quotations Form (Word Format, 399KB)* and attach to the Purchase Requisition form. Refer to PAG Section 3.C.2 for detailed information.

• Purchase Requisition Standard Form (Excel Format, 21KB)*
• Purchase Requisition Expanded Form (Excel Format, 21KB)*
• Purchase Requisition Standard Form (Accessible Version) (Word Format, 41KB)*
• Purchase Requisition Expanded Form (Accessible Version) (Word Format, 21KB)*

Purchases greater than $10,000 require formal Request for Quotation/Proposal (RFQ/P) in order to provide a clear and concise audit trail and ensure full compliance with federal and state regulations. This is a joint effort between the requestor and an SDSURF buyer. Refer to PAG 3.C.3 for detailed information.

What do I do if the low bid is unacceptable?

If the low bid does not meet your minimum standard or include all items required, it is acceptable to select a bidder other than the lowest bidder. In order to document your choice, complete an Abstract of Quotations Form (Word Format, 399KB)* and attach to the Purchase Requisition form. Your justification for supplier selection must be very specific and clearly substantiate the reasons for your choice.

• Purchase Requisition Standard Form (Excel Format, 21KB)*
• Purchase Requisition Expanded Form (Excel Format, 21KB)*
• Purchase Requisition Standard Form (Accessible Version) (Word Format, 41KB)*
• Purchase Requisition Expanded Form (Accessible Version) (Word Format, 21KB)*

When can I "sole source", e.g. justify not bidding?

An SDSURF Sole Source/Brand Name Justification Form (Word Format, 396KB)* must be completed and attached to the Purchase Requisition form. This form provides the purchasing department with the basis for the waiver of the bid process (e.g.. item is one-of-a-kind, unique design, compatibility issues, delivery date, emergency, etc.)

• Purchase Requisition Standard Form (Excel Format, 21KB)*
• Purchase Requisition Expanded Form (Excel Format, 21KB)*
• Purchase Requisition Standard Form (Accessible Version) (Word Format, 41KB)*
• Purchase Requisition Expanded Form (Accessible Version) (Word Format, 21KB)*

*Note: Documents in Portable Document format (PDF) require Adobe Acrobat Reader 9.0 or higher to view. Download Adobe Acrobat Reader
*Note: Documents in Word format (DOC) require Microsoft Viewer. Download Microsoft Word Viewer
*Note: Documents in Excel format (XLS) require Microsoft Viewer. Download Microsoft Excel Viewer