department menu

Goods/Services/IT

Tips for Making a Purchase

Based on  the following definitions, choose your purchase type, and follow the instructions. 

Jump to:

 

 Goods

Main or sole purpose of buying tangible items, such as equipment, parts, supplies, or other merchandise. If services are to be provided as well, the dollar value associated with purchase of the goods must be greater than the dollar value of the services that will be provided.

 

Total Costs

 

Items Required to be Submitted with Request

     Time to Completion

(after receipt of all required documents)

Less than $4,500 - Procard

If you're purchasing Goods that are less than $4,500, use your procard. The purchase must comply with the Procard Manual. 

N/A

Between $4,501 and $49,999 - Online Requisition

Required documentation:

  • Online requisition
  • Quote from preferred vendor or specification of goods to be purchased
  • Request for approval (over $10,000)

Up to 3 weeks

Between $50,000 and $99,999 Informal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Quote(s) if you have them or specification of goods to be purchased
  • Request for approval

3-5 weeks

Over $100,000 - Formal Bid via online Requisition

Required documentation:

  • Online requisition
  • Specification of goods to be purchased
  • Request for approval

8-12 weeks

 Services

Any work performed wherein the service rendered does not consist primarily of the acquisition of good. This does NOT include Information Technology services or Public Works projects, but does include contracts for maintenance tasks for the routine, reoccurring and usual work for the preservation, protection, and keeping of any publicly owned or operated facility.

 

Total Costs

 

Items Required to be Submitted with Request

            Time to Completion

(after receipt of all required documents)

Less than $49,999 - Online Requisition

Required documentation:

  • Online requisition
  • Quote from preferred vendor
  • Request for approval (over $10,000)
 Up to 3 weeks

Between $50,000 and $99,999 - Informal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Quote(s) if you have them or scope of services to be purchased
  • Request for approval
 3-5 weeks 

Over $100,000 - Formal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Scope of services to be purchased
  • Request for approval

8-12 weeks

 Information Technology Resources (IT)

Equipment, material and services used for electronic storage, processing or transmitting of any data or information, as well as the data or information itself. Consider the predominant purpose or value of the activity and whether information technology skills and knowledge are involved as the primary purpose of the contract or whether such knowledge and skills are used to further an overarching purpose.

 

Total Costs

 

Items Required to be Submitted with Request

  Time to Completion

(after receipt of all required documents)

Less than $4,500 - Online Requisition or Procard

 If you're purchasing Goods that are less than $4,500, use your Procard. The purchase must comply with the Procard Manual. 

An IT Service should be on a requisition and include a quote from your vendor. ITR approval form is required with the requisition.

Software may be purchased via ProCard if all the following criteria are met:

  • InfoSec Risk Level is “Low” on the ITR Approval;
  • Data Type is “No Sensitive Data” on the ITR Approval; and
  • The cost is less than $4,500.
 Up to 2 weeks for requisition purchases 

Between $4,501 and $49,999 - Online Requisition

Required documentation:

  • Online requisition
  • Quote from preferred vendor
  • Request for approval (over $10,000)
  • ITR Approval form
 3-4 weeks 
Between $50,000 and $499,999 - Informal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Request for approval (over $10,000)
  • Either three quotes or scope of work
  • ITR Approval form
4-6 weeks

Over $500,000 - Formal Bid via Online Requisition

Required documentation:

  • Online requisition
  • Specification of IT purchase
  • Request for approval 
  • ITR Approval form
 12-16 weeks