$5,000 - $99,999.99 Request for Quote (RFQ)
If you need to purchase goods or services which cost over $5,000 you must coordinate the purchase with PaCS. When purchasing items in which price is the only consideration, the process is simple:
Either the department or PaCS can request three quotes from vendors. Quotes may be obtained by phone, fax, mail or email. Be sure all bidders are given the same requirements and specifications with which to prepare a quote. Departments usually request their own quotes when they are purchasing a common item which can be easily identified. The lowest quote must receive the award unless there are specific reasons to reject it (e.g. they did not quote on the identical product requested or they cannot meet delivery requirements).
- For complex projects with significant terms, conditions, or specifications, you may want to evaluate more than just the price. Please contact PaCS for information about using an Invitation to Bid (ITB) or Request for Proposal (RFP).
- When you submit an order request to PaCS you will need to do the following:
- Submit a completed and appropriately signed Departmental Requisition.
- If your department obtains the quotes attach them to the signed Departmental Requisition and submit all to PaCS.
- If you would like PaCS to obtain quotes from specific vendors be sure to attach their contact information. Three vendors are preferred since PaCS must obtain quotes from a minimum of three vendors. If you do not know of three vendors, list your preferred vendors and we will search for others.
- Keep in mind that we service the needs of all of the University’s departments. Typically, we process orders received on a first-in-first-out basis, but we try to take emergencies into account. When planning for your program, we encourage you to include sufficient time to process your purchasing requirements to avoid emergency procurements.
To submit an order, fax it to 737-2170, email it to PaCS, or put it in campus mail. Please do not send two copies of your order such as an original and a faxed copy. This will only increase the risk of duplicating an order.
