Bids / Quotations

The competitive bidding process

All purchases over $10,000 must be bid. A minimum of two (2) competitive bids or justification for a legitimate sole source supplier are required. Please contact the procurement office for assistance with the bid process including supplier identification and selection, as well as product review and price negotiation. The Supplier Selection Form(PDF) must be completed and uploaded as an attachment to the purchase order in Workday.

WPI requires documented supplier and price competition for federal requisitions above $10,000 in accordance with Uniform Guidance §200.320. The Supplier Selection Form – Federal Funds ONLY must be completed and uploaded as an attachment to the purchase order in Workday.

Sole source guidelines

It is essential that end users consider all possible alternatives and avoid unnecessary restriction in the search for the best product, lowest cost and alternative suppliers. To waive the bid process based on the premise that only one supplier exists who can provide the specified item(s) or service, please complete page 2 of the Supplier Selection Form.

Examples of when sole source procurement is appropriate are as follows:

• Compatibility with accessories, replacement parts or other assimilated systems is the foremost consideration.
• A specific good or service is required and sanctioned in a grant or contract to maintain the integrity of the project.