University Policies
Competitive Bid Dollar Levels/Documentation
Procurement at Brown University is based on open market competition. As previously noted, common commodities and services are aggregated (leveraged) and “preferred vendor contracts are formed. Procurement transactions not covered by these contracts are subject to a competitive bid process in accordance with the following guidelines:
Purchase Transaction |
Dollar Level |
Required Documentation |
Routine supplies, equipment and commercial services provided by a company |
$3,000-$9,999 |
1 written quotation |
|
$10,000-over |
3 written competitive bids, signed/dated, or 1 quote and a “sole source” memorandum
PLEASE NOTE: Marine Biological Laboratory does not require a sole source memo |
|
Note: Bid templates are available on the Purchasing web site under the forms section serving as a resource for the process. |
|
| Maintenance Renewals | Maintenance Agreement | |
Computer systems/software Purchasing Agent
|
$3,000-$19,999 |
1 written quotation |
|
$20,000-over |
3 written competitive bids; signed/dated |
Construction/Renovation plus Architects & Engineers Purchasing Agent
|
$0-$19,999 |
1 written quotation |
|
$20,000-$99,999 |
3 written competitive bids; signed/dated plus “AIA” contract format. When applicable sole source memo. |
|
$100,000-over |
3 formal written bids submitted to the Purchasing Department plus the “AIA” Contract format |
Additional documentation required for “select” transactions processed through the Purchase Order System:
Purchase Transaction |
Required Documentation |
Work done on University premises by a company |
Required licenses/permits plus certificate of insurance |
Work done on University premises by an Individual (independent contractor) |
Required licenses/permits, certificate of insurance, W-9 tax form, and a State tax form is required for transactions $2,000 and over when vendor is using a Social Security number for tax purposes. |
Professional Service Agreements (up to $2,000) with multiple invoices
Direct all PSA questions to;
Director of Purchasing
Purchasing Specialist
|
“Abbreviated PSA” contract |
Professional Service Agreements ($2,001-$9,999) |
“Standard PSA” contract |
Professional Service Agreements ($2,000-over) 5-Ledger |
“Specialized PSA” contract |
Professional Service Agreements ($10,000-over) non-5 ledger |
“Expanded PSA” contract Office of the General Counsel |
“Preferred Vendor” Alliances |
Customized term contract |
Equipment leases or rental |
Lease/Rental contract |
Building lease |
Lease contract |
Real Estate purchase |
Real Estate contract |
Hazardous materials/controlled substances |
EHS approval |
Alcohol |
Liquor liability form (see Controllers Web Site) |
Tax free alcohol |
Approval by Div. Bio/Med, |