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Purchasing Guidelines Matrix

Goods:

  • <$5000 Small Dollar Purchase
  • $5000 to $10,000 Purchasing Agent Discretion
  • $10,001 to $150,000 Documented Quotation via Rocky Mountain E-Procurement System (RMES)
  • $150,001 and more Formal Invitation for Bid (IFB) via "RMES"

Services:

  • <$5000 Small Dollar Purchase
  • $5000 to $25,000 Purchasing Agent Discretion
  • $25,001 to $500,000 Documented Quotation via Rocky Mountain E-Procurement System (RMES)
  • $500,001 and more Formal Request for Proposal (RFP) via "RMES

Construction:

  • $25,000 or Less Purchasing Agent Discretion
  • $25,001 to $500,000 Documented Quotation via Rocky Mountain E- Procurement system (RMES)
  • $500,001 and more. Formal Invitation for Bid (IFB) via "RMES" advertised in "Pueblo Chieftain" and "The Daily Journal"

Source Selection:

  1. State of Colorado and University Price Contracts. Consult with Purchasing Agent (PA).
  2. Bid Process. Documented Quote, IFB or RFP via the Rocky Mountain E-Procurement System (RMES). Consult with PA.
  3. Sole Source - See Sole Source guidelines.
  4. Emergency purchase per Colorado Revised Statute 24-103-206. See R-24-103-206-01 for definition and consult with PA. Note: Emergency determination made by Director of Procurement.
  5. University Price Agreements / State Award / Cooperative Agreements. Consult with PA

Definitions:

  1. Small Dollar Purchases - Are those purchases where it is NOT anticipated that future (In the fiscal year) purchases of like or similar goods or services will be needed, or if it is anticipated that any future recurring (in the same fiscal year) purchases will remain small, cumulatively under $5,000.00.
  2. Purchasing Agent Discretion - Competition not required. However, PA may elect to solicit competition if deemed in the best interest of the University. Purchases greater than $5,000.00 require written quotation per the Uniform Commercial Code.
  3. Documented Quotation - Informal quote process. Must be posted on the RMES for a minimum of three (3) business days.
  4. Invitation for Bid - Formal bid process. Must be posted on the RMES for a minimum of fourteen (14) days.
  5. Request for Proposal - Considers criteria other than price in evaluation and award. Must be posted on the RMES for a minimum of (30) days.

Purchasing Department

Staff

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