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Business Affairs


INFORMAL BID INSTRUCTIONS

- Purchases from State central purchasing contracts are exempt from bid procedures.

- It is strongly recommended that the informal bid instructions be followed for purchases with a total price of less than $4,999.99, including shipping and handling, for an item or any given project (i.e., furniture for a room, promotional items needed for the semester, etc.).

- Forms available for the informal bid process can be obtained from the Purchasing Office, ext 5145 or from the following website: http://www.emporia.edu/busaff/.

- The Informal Bid Form shall accompany the PO if a State central purchasing contract exists and is not utilized, allowing ESU to document the extent to which savings are occurring.

- Orders shall not be split to avoid the $5,000 and above formal bid process. Order splitting is a violation of state law and University purchasing policies.

- It is recommended that the department obtain three bids via fax or email. If the item is on an ESU contract or State of Kansas contract, include a contract vendor as one of the bidders.

- Before any technology-related orders are sent to the vendors, regardless of purchasing method, IT will need to review and approve purchases for conformance with University standards related to the institution's technology architecture and information security policies and procedures. IT will be able to assist Departments with specifications, support issues, product recommendations and quotes. Technology-related items include but are not limited to the following: computer hardware, software, printers, scanners, Netbooks, iPads, cameras and related equipment or peripherals.

- Always give the vendor a quotation number when taking a bid. Departments should use their org number, fiscal year and sequential number for this purpose, i.e., 6040-1101.

- NEVER disclose a vendor's quoted price to another vendor, even after the bid has been awarded. Information regarding the bid results can only be given to the vendors by the Controller's Office once the bid has been awarded. Additional information can be obtained by submitting a written request.

- Do not establish specifications in a manner to effectively exclude any responsible bidder offering comparable supplies, materials, equipment, or contractual services.

- Verify the shipping and payment terms. If a vendor bids "FOB Origin," ask if it is "Freight Paid" or is it "Prepay and Add Freight to Invoice?" Either way, make sure that the vendor has included all freight costs in the bid or made you aware of freight costs.

- The department will submit the Informal Bid Form, including the detail description/specifications, vendor information, quotes and any other documentation received from the vendors to the Purchasing Office, purchaseorders@emporia.edu. If an award is not made to the lowest bidder, written justification is required and submitted along with the other bid documents.

- If the total cost exceeds $4,999.99, the bid will need to be posted in accordance with the formal bid process. The specifications will be used to publicly post a bid on the ESU Purchasing website, http://www.emporia.edu/busaff/. The vendor information on the Informal Bid Form will not be posted. If a vendor provided the department with a quote prior to the formal bid, the vendor must resubmit their bid information to the ESU Purchasing Office by the bid closing date.

- If the awarded vendor accepts the BPC, the cardholder's name listed on the Informal Bid Form will have their BPC limit increased if indicated as such. The Purchasing Office will communicate the increase to Accounts Payable. Use of the BPC is highly encouraged. A Digital Purchase Order form will be completed for technology purchases and routed to IT for approval. IT will then submit the order to the Purchasing Office, who will assign it a number, and return it to the department. The Purchase Order number will need to be referenced on the BPC log in the contract number field.


- If the awarded vendor does not accept a VISA credit card, a Purchase Order needs to be submitted. After approval of the PO by the Controller, the order will be faxed to the awarded vendor.

- All awarded bids or excepted purchases resulting in a contract, including click through agreements, must be reviewed and signed by an ESU official with contractual signature authority for the University. Certain contracts may also require external review and authorization. The University President is the authorized signatory for University contracts and may delegate this authority in writing with appropriate notice through the University General Counsel's Office to the State of Kansas and the General Counsel of the Kansas Board of Regents. While retaining general contractual signature authority, the University President has delegated general contractual signature authority to the Vice President for Administration & Fiscal Affairs and the Associate Vice President for Fiscal Affairs/Budget Director. Other similar or limited contract signature delegations by the President may also be in effect if properly authorized. Unless otherwise delegated, or excepted by law or University policy, the department head should complete a contract approval form, http://www.emporia.edu/busaff/, and forward along with the contract or a copy of any Terms and Conditions that contractually bind the University, to the Associate Vice President for Fiscal Affairs/Budget Director for review and processing. The University Office of General Counsel is responsible for coordination and provision of the legal review of contracts and purchasing related issues. Once the contract has been properly executed, it should be attached to a purchase order and submitted to Purchasing.

- If an Informal Bid has taken place but an order will not be placed, documentation must still be submitted to the Purchasing Office so we can respond to vendor inquiry.

- The invoice/receipt is sent to Accounts Payable.

- The Informal Bid Process can be waived for purchases such as sole source with approval of the Controller's Office. The form can be found on InfoPath as "Digital Prior Authorization Form".

- Contact the Purchasing Office at ext 5145 with any questions.