FM-2 Guidelines for Competition

  1. Purchasing transactions equaling $100,000 or greater will be subject to either an Invitation for Bid or the Request for Proposal process, except as noted in 2.A. below. 
  2. Purchasing transactions from $10,000 to $100,000 require a minimum of three written quotations.
    1. Purchasing transactions for construction, remodeling and maintenance projects from $10,000 - $500,000 shall require a minimum of three (3) written quotations. 
  3. Purchasing transactions up to and including $10,000 are considered to be at the non-competitive. Whenever practicable, purchases under $5,000 should be completed by utilizing the ProCard. 
  4. Purchasing transactions are not to be artificially divided or fragmented in order to meet the lesser requirements of lower dollar transactions.
  5. Sole source determinations will be approved by the Chief Procurement Officer or Purchasing Manager/Supervisor after review of supporting documentation with the Buyer.
  6. The Vice Chancellor for Business Services or designee, shall develop procedures for the establishment of a multi-year capital procurement plan which shall be updated annually in conjunction with the annual budget adoption process. The Vice Chancellor for Business Services shall also be responsible for reporting to the Governing Board both planned and actual capital equipment procurement.
  7. Insurance coverages shall be competed and contracted for according to the Arizona Administrative Code 7-1-805.
  8. All contracts exceeding $1,000 shall be reviewed by legal counsel as to form and legal implications prior to signature. 

AMENDED by Direct Approval from the Chancellor, August 3, 2023
AMENDED through the Administrative Regulation approval process, April 21, 2023
AMENDED by Direct Approval from the Chancellor, September 27, 2021
In accordance with Governing Board Approval on August 24, 2021
AMENDED through Direct Approval from the Chancellor, November 12, 2015
AMENDED through Direct Approval from the Chancellor, September 23, 2015
AMENDED through the Administrative Regulation approval process, January 7, 2002
AMENDED through the Administrative Regulation approval process, July 12, 2001