UNIVERSITY OF PITTSBURGH POLICY 05-02-16

CATEGORY:              FINANCIAL AFFAIRS
SECTION:                  Purchasing
SUBJECT:                 Competitive Bidding
EFFECTIVE DATE:   April 7, 2006 Revised
PAGE(S):                   2

I.    SCOPE

      This policy establishes competitive bidding requirements for all University of Pittsburgh

      responsibility centers.

II.   POLICY

      Competitive bids and price quotations should be obtained on goods and services

      purchased by the University.

      Competitive bids and price quotations should be conducted in a manner that provides, to

      the maximum extent possible, open and free competition.  This is accomplished by

      adhering to formal competitive bidding procedures, soliciting requests for quotations and

      proposals, and negotiating pricing agreements.

      All supplier bids, proposals, and quotations should be evaluated on the basis of product

      quality, technical compliance with specifications, total cost, and the supplier’s acceptance

      of the University’s terms and conditions.

      Pricing and other supplier information (including contract information) secured on bids,

      proposals and quotations, or through negotiations, are considered confidential and should

      not be discussed with competing suppliers by University personnel.

      Following are the University’s competitive bidding requirements (also, see Attachment A,

      University of Pittsburgh Competitive Bidding Requirements):

      Purchases from University contracted suppliers

      -     Competitive bidding is not required since these suppliers have already been selected

            through a rigorous evaluation process.

      -     Competitive bids for the purchase of goods or services already under University-wide

            contract may be obtained if additional cost savings may be realized or other University

            objectives may be accomplished.

      See the list of University contracted suppliers on the Purchasing website at

      http://cfo.pitt.edu/pexpress/purchases/contractedSuppliers.php#main.

      When University contracted suppliers are not available

      Under $5,000

      -     Does not require competitive bidding.

      -     Departments are encouraged to compare/evaluate potential suppliers in order to

            obtain the lowest total cost.

      $5,000 - $49,999

      -     Supplier must be selected through a competitive bidding process with the exception

            of Directed or Sole Source purchases.

      -     University departments approved by the Purchasing Department may conduct their

            own competitive bidding.  All other departments must submit their requirements to the

            Purchasing Department, who will conduct the bidding.

      $50,000 and above

      -     Supplier must be selected through a competitive bidding process with the exception of

            Directed or Sole Source purchases.

      -     Product and service requirements must be submitted to the Purchasing Department,

            which will conduct the bidding in conjunction with the requesting department.

      Guest speakers, honoraria, subscriptions, dues, memberships and other similar items will

      be treated as sole source and do not require sole source justification documentation.

III.  REFERENCES

      Attachment A, University of Pittsburgh Competitive Bidding Requirements

      Policy 05-02-02, Conflict of Interest and Procurement Relationships

      Policy 05-02-03, Code of Ethics

      Policy 05-02-05, Department Purchasing Authority and Responsibilities

      Policy 05-02-14, Authority for Management of Procurement

      Policy 05-02-15, Required Use of Contracted Suppliers

      Policy 05-02-17, Directed or Sole Source Purchase Justification

      Directed or Sole Source Justification Form