UNIVERSITY COMPETITIVE BIDDING POLICY

Departments purchasing goods or services with an estimated cost of less than $2,500

• purchase the needed supplies, equipment, or service by using a JHU Procurement Card or issuing a departmental confirming purchase order number to a vendor. Following the issuance of a Departmental Confirming Purchase Order (DCPO) number, submit an electronic purchase request (WebReq) or paper purchase request to Supply Chain Shared Services (SCSS).

• submit an electronic or paper purchase request to Supply Chain Shared Services for the order to be placed by SCSS. A suggested vendor may be identified on the purchase request if one is known, or if a specific vendor is requested. Vendor price quotations, order forms, and any other related forms of agreement may be submitted with the purchase request. It is not necessary to submit any other documentation with the purchase request. Supply Chain Shared Services personnel will award the purchase order for the procurement of the specified goods or services to the vendor most able to meet the University's requirements in an economical and timely manner.

Departments purchasing goods or services with an estimated cost greater than $2,500 and less than $5,000

• submit an electronic or paper purchase request to Supply Chain Shared Services for the order to be placed by SCSS. A suggested vendor may be identified on the purchase request if one is known. Competitve bidding is not required for orders under $5,000.

Departments purchasing goods or services with an estimated cost equal to, or greater than $5,000

• submit an electronic or paper purchase request to Supply Chain Shared Services for the order to be placed by SCSS. A suggested vendor may be identified on the purchase request if one is known.
• Supply Chain Shared Services will award a purchase order to a vendor for the procurement of the goods or services specified on the basis of a competitive bid. Such competitive bidding will be conducted in the most appropriate and efficient means practical as determined by SCSS, (i.e., by telephone, facsimile, or mail).

If a specific vendor or brand name product is specified on the purchase request and the originating department requests to have the purchase order awarded on a basis other than a competitive one, sufficient documentation justifying why it is not possible or practical to award the order to any vendor other than the one specified must accompany the purchase request.

Acceptable reasons why it may not be possible or practical to award a purchase order for competitive reasons may include

• custom fabricated equipment only available from one source

• new equipment to be purchased from same manufacturers as existing equipment to maintain compatibility, or facilitate the exchange/replacement of spare, and/or consumable parts and supplies

• new chemicals or other perishable media to be purchased form same manufacturers to maintain the scientific integrity of any experiment

• time is of the essence - due to legitimate extenuating or emergency circumstances, replacement and/or additional equipment or supplies must be obtained as soon as possible

All vendor price quotations, order forms, and any other related forms of agreement or documentation must be submitted with the purchase request.

Supply Chain Shared Services
Johns Hopkins University
purchasing@jhu.edu
last updated 6.30.06