Procedures for the Procurement of Goods & Services
Use of the MasterCard purchasing card is strongly encouraged to procure goods and services valued at less than $5,000, subject to certain restrictions. As a purchase order is not required for goods and services valued under $5,000 a Purchase Requisition form need not be completed. Should a supplier require a purchase order from the University, please fill out an on-line purchase requisition.
The following are the dollar thresholds for competitive procurement as per the WLU Procurement and Tendering Policy:
$0 to $10,000* – one written or verbal quote is required
$10,000 to $25,000* – Please obtain a minimum of 2 written quotes. Where the user is unable to obtain quotes, Procurement may obtain quotes on his/her behalf as required.
$25,000 to $100,000 - a minimum of 3 written quotes is required. These may be obtained independently by the user or in cooperation with Procurement Services using the appropriate competitive bidding process. When obtaining quotes independently users are required to observe confidentiality with vendors and not reveal competitive pricing in search of price matching.
$100,000 plus – Procurement Services, in cooperation with the requesting department, will issue a formal Request for Proposal and post the opportunity electronically on a government approved electronic tendering network (e.g. MERX) nationwide.
*Please note that these thresholds exclude Consulting Services. All consulting services require the invitation of a minimum of three suppliers to bid regardless of dollar value, including those instances where services have been offered free of charge. For requirements where the pre-tax value of the services will be $100,000 or more, the opportunity must be publicly posted.