Bid Procedures

Purchases of equipment not on State Contract costing $5,000 or more with the following service codes are required to go through Purchasing: 410, 411, 412, 413, 414, 416, and 620. When the cost entered in “Unit Price” on KMIS equals or exceeds $5,000, the system refers it to Purchasing. When there are multiple components, the estimated total cost must be entered on the first line under “Unit Cost” and the components should be listed on the following lines with item costs listed under “Service to Be Provided” rather than “Unit Cost.”

• Items listed on a service authorization (except for items on state contract) are let out for bids.
• Purchasing may separate an authorization into two or more sets of bid specifications and send the specifications to different sets of vendors for bids.
• The vendor submitting the lowest bid on items described on the bid specifications will receive the award subject to counselor approval.
• As many as eight vendors may receive awards based on one service authorization.
• A vendor may be suggested on a service authorization or the counselor may select “Unknown Vendor” from the menu.
• The service authorization MUST NOT be forwarded to a vendor.
• KMIS notifies the counselor when Purchasing prints the service authorization. Purchasing may request additional information from the counselor or suggested vendor.
• Purchasing can reject the authorization if the service description is not adequate or if it contains a contract item.
• Purchasing will notify the counselor when an authorization is rejected and provide the reasons.
• The counselor or support person will UNAUTHORIZE the service authorization and update it to make the changes needed by Purchasing.

When Purchasing is ready to award the bid, they will notify the counselor and seek approval. The counselor can reject the low bid on reasonable grounds. If the bid is more than the amount authorized, a second approval is required. Payment is authorized within thirty days of delivery and inspection of the completed product.

Effective Date: April 26, 2005