1. Lydia Huber Director of Purchasing Victoria College

2. Why are price quotes necessary? Texas Education Code 44.031 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

3. 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

4. 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

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

6. 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

7. 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)

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

9. Questions Thank you! lydia.huber@victoriacollege.edu (361) 572-6461 phone (361) 582-2464 fax