Lydia Huber Director of Purchasing Victoria College.

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Presentation transcript:

Lydia Huber Director of Purchasing Victoria College

Why are price quotes necessary? Texas Education Code Purchasing contracts, with certain exceptions, valued at $50,000 or more in the aggregate for each 12-month period providing best value must be made utilizing one of the following methods: Competitive bidding Competitive sealed proposals Request for Proposal Interlocal contract Design/build contract Contract to construct Job order contract Reverse auction

When to obtain quotes: Victoria College internal procedures state: Purchases over $50,000 are subject to formal bidding procedures Purchases less than $50,000, in the aggregate may not be subject to bid Price quotes are obtained on commodities with a value between $10,000 and $49,999

Obtain quotes from? A minimum of three vendors is recommended More can be obtained if you feel it is in the best interest of your institution Always strive to get the best value

How to document quotes? Various options Quote forms Fax Consistent request from each vendor Request for quote documentation could vary between commodities

Where are the quotes stored? Electronically Hard copy kept in the Purchasing Office Hard copy kept in the A/P file when the invoice is paid Know where quotes are

Factors to consider: Nature of the commodities or services requested Terms and conditions determined by your institution Insurance requirements Onsite repairs, upgrades, etc. Installation of commodity (i.e.: furniture)

Additional Information: Set specific deadlines for receipt of quote Method of delivery In person only Fax Know your own institution’s internal policies and/or procedures

Questions Thank you! (361) phone (361) fax