Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PURCHASING
70.13
Revised 6-12
Purchasing Services
335-3541

Buying Through Purchasing Services

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OVERVIEW

A department processes purchases through Purchasing Services when:

DEPARTMENTAL REQUISITION

Prepare a Departmental Requisition to initiate a purchase through Purchasing Services. See 70.10 for Departmental Requisition instructions.

PURCHASING SERVICES

Upon receipt of a Departmental Requisition (see 70.10), the appropriate Purchasing Services buyer is assigned to the procurement process.

The Buyer's Role

The Purchasing Services buyer determines the applicable purchasing procedure. The buyer uses the best method to fill the Departmental Requisition within the limitations of state laws and regulations and WSU policies.

BIDDING PROCEDURES

Competitive Bidding

The buyer must competitively bid or quote purchases that exceed the direct buy limit (see above). The quote process is used for purchases from $10,000 to $100,000. The sealed bid process is used for purchases of $100,000 or more. Both quotes and sealed bids are competitive bidding processes.

State law requires the buyer to post public notice of all sealed bid opportunities on the state's online vendor registration and bid notification system, Washington's Electronic Business Solution (WEBS). (RCW 43.19.1908)

State law requires the buyer to solicit at least one certified minority-owned business and one certified women-owned business for each quote or bid. (RCW 43.19.1906(2)) Purchasing Services accesses the current listing of these certified businesses from the WEBS system.

Submission of Bids and Quotes

Vendors must submit all bids to WSU Purchasing Services in written or electronic form and conform to state purchasing rules. (RCW 43.19) Purchasing Services does not accept responses to sealed bids by fax. Bids submitted by fax or delivered to offices other than Purchasing Services are nonresponsive and are not considered.

Purchasing Services prefers that vendors submit quotes in written or electronic form. Purchasing Services accepts quotes by fax for informal competition for purchases between $10,000 to $100,000. Vendor quotes must conform to state purchasing rules.

Time Allowed For Bidding

Bid or quote processing may require seven or more working days depending on the complexity, length, and urgency of the request. Purchasing Services determines the length of time allowed vendors to submit bids or quotes.

For sealed bid processing, a specific date is established for the bid opening. Bids may not be opened before this date.

Department Review

The Purchasing Services buyer tabulates the offers and routes the tabulation and bids or quotes to the requesting department.

The requesting department accepts the low bid or quote or recommends award of the sale to one of the other bidders. The requesting department must provide written justification to Purchasing Services for rejection of any bid or quote lower than the awarded price.

Bid Award

Generally, Purchasing Services awards the contract to the vendor submitting the lowest bid unless:

PURCHASE ORDERS

Purchasing Services prepares and sends a Purchase Order to the vendor submitting the successful bid or quote. In certain cases, a contract is sent to the vendor. The Purchase Order or contract directs the vendor to proceed with the transaction. (See 70.20.)

Purchasing Services sends a copy of the purchase order to the requisitioning department.

Purchasing Services enters information from the Departmental Requisition into the PAPR AIS computer application. After the order is entered, the requisitioning department can monitor the progress of the transaction online in PAPR. See 85.33 for more about accessing PAPR.

PAPR encumbers the transaction in the WSU accounting system.

CHANGE ORDERS

After a Purchase Order has been issued, it may be modified with a Change Order. This may occur under the following conditions:

There are exceptions to the need for a Change Order. If in the buyer's judgment, a trusted vendor will accommodate a minor change, a Change Order may not be necessary.