2. The proposed delivery date; 3. The vendor’s name and address; 4. The name of the person providing the quote and contact information for that person; 5. A description of each item including specifications, unit price, total price, and quantity listed; 6. Shipping and freight charges; and 7. The name and position of the District employee obtaining the quote. Quotes may be obtained and documented by printing pages from a website; however, all of the quote elements must be documented and employees should bear in mind that better prices are usually obtained by contacting vendors directly. Telephone quotes must be documented and include all quote elements. Written quotes should be provided on the vendor’s letterhead.
1.1016.04 CONSTRUCTION SMALL PURCHASE PROCESS Issue Date: 2/10/16 Updated: 12/13/18 CBE
Using the procedures set out in Policy 1.1010, the District shall either prequalify potential construction vendors or develop an approved vendor list of construction vendors for use in small purchase construction projects. For any small purchase construction project, the District shall establish and use minimum specifications for the project. When using an approved vendor list in a small-purchase construction procurement, the District will select vendors and contractors from the list using one of the following methods: 1. A rotation system, organized alphabetically, numerically, or randomly; 2. Assignment of vendors to a specified geographic area; 3. Assignment of vendors based on each vendor’s particular expertise or field; or 4. Another method approved by the Procurement Officer or the Board of Education. Utah Admin. Rules R33-5-106.5(2) (June 21, 2017) The Procurement Officer or Board of Education or its designee may procure small construction projects up to a maximum of $25,000 by direct award without seeking competitive bids or quotes after documenting that all building code approvals, licensing requirements, permitting and other construction related requirements are met. The awarded contractor must certify that they are capable of meeting the minimum specifications of the project. The Procurement Officer or Board of Education or its designee may procure small construction projects costing more than $25,000 up to a maximum of $80,000 by obtaining a minimum of two competitive quotes that include minimum specifications and shall award to the contractor with the lowest quote that meets the specifications after documenting that all applicable building code approvals, licensing requirements, permitting and other construction related requirements are met. For construction projects where the total estimated accumulated building project cost exceeds $80,000, the District shall follow the procedures set forth in Section 1.1021. Utah Admin. Rules R33-5-106 (June 21, 2017)
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