Mississippi Valley State University

December 18, 2014

Before You Buy

Procurement Services’ responsibility for University expenditures are governed by the State of Mississippi Procurement Rules. While each purchase is initiated by a requisition in the University Department, the course it follows will vary depending upon the anticipated cost, complexity, or legalities of the buy.Early involvement of Procurement Services is highly recommended to better guide you through the process. Faculty and staff who are charged with initiating procurement requests should be aware of all the rules and regulation regarding the procurement process. Should you have trouble or concerns please call the purchasing office for more information on how to proceed with your purchase. Below is a quick glance of Procurement Services’ dollar thresholds.

 

GOODS:

SERVICES:

CONSTRUCTION:

$5,000 and less
Small Dollar purchase

$5,000 and less
Small Dollar Purchase

*All construction and building maintenance activities at MVSU are under the direct control of Facilities Management. Campus departments are not authorized to undertake construction or building maintenance activities.  Contact Facilities Management

>$5,000 to $25,000.00 Federal $50,000.00 State 2(two) written quotes

>$5,000 to $25,000.00  Federal $50,000. State 2(two) written quotes

All construction contracts in excess of $50,000.00 are usually handled through the Bureau of Building. Except otherwise requested.

$50,000 and upward Official Advertised bid once a week for two consecutive weeks open eight days later

$50,000 and upward Official Advertised bid once a week for two consecutive weeks open eight days later

State Contract Items no quotes are required to to $500,000.00

$250,000 and more Formal Request for Proposal (RFP)


Sole Source: Any amount over $5,000 must be supported by an approved justification

Sole Source: Any amount over $250,000 must be supported by an approved justification


DOLLAR THRESHOLDS:

· $5,000 and less for goods and services Small dollar purchase: 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 fiscal year) purchases will remain small, cumulatively $5,000 or less. The reasoning behind this rule is that small transactions that are recurring can add up to large purchases and would be subject to competitive bidding in order to comply with procurement and fiscal rules and to assure maximum value to the University. Departments are delegated the use of the Open Purchase Order (OPO) or the University P-Card,

· $5,000 and greater for goods and services Source Selection:

· Quote System (QS) Competition is required; 2 written quotes are required from two different vendors.

· State Contract Supplies, State of Mississippi price agreement or Group Purchasing Organization (GPO) agreement have already be reached by the Department of Finance and Administration.

· Competitive solicitation. DQ, IFB or RFP once a week for two consecutive weeks. Consult with PA.

· Sole source. See Sole Source Guidelines 


DEFINITIONS:

· Open Market Purchase - Competition not required. However, PA may elect to solicit competition if deemed in the best interest of the University.All purchases greater than $5,000 require 2 written quotation per the Uniform Commercial Code.

· Documented Quotation (DQ) - Informal quote process. Must be posted on the University "BIDS" System for a minimum of 3 business days.

· Invitation for Bid (IFB) - Formal bid process. Must be posted on the University "BIDS" System for a minimum of 22 calendar days.

· Request for Proposal (RFP) - Formal process which considers criteria other than prices in evaluation and award. Must be posted on the University"BIDS" System for a minimum of 22 calendar days.

· “BIDS" System – The University Internet bidding system. One of the two (2)  method of bid notification allowed.