Bidding Thresholds
Goods and services under $50K
Goods and Services under $50K do not have to be bid, but they go through a purchasing process with a Purchasing Agent. Departments have discretion to find vendors, so we advise you to contact the relevant department(s) for your product or service.
- The main website for the University is http://colostate.edu.
Select Resources on the right-hand side to navigate to the search page. - The search bar is helpful, as well as the A-Z bar.
- You may also contact the small business liaison at smallbusiness@colostate.edu for ideas about who to contact.
- Terms and Conditions for purchase orders.
Goods and services between $50K and $500K
Goods and services between $50K and $500K must be competitively bid by securing documented quotes through Bidnet/Rocky Mountain E-Purchasing System (RMEPS).
All purchases over $500K
All purchases over $500K shall be procured by obtaining competitive sealed bids or proposals through RMEPS.
Invitations for Bid (IFB) allow vendors at least 14 calendar days to respond. The determining factor for an IFB is cost alone after specifications and/or minimum qualifications are met.
Requests for Proposals (RFP) are used when it is in the University’s best interest to consider other factors as well as cost. RFP’s (generally used for services more than $500,000) require a minimum of 30 calendar days for vendors to respond.
Dollar Thresholds by Funding Source, including Federal Uniform Guidance
| Dollar Thresholds | Non-Federal Dollars | Federal Dollars |
|---|---|---|
| Up to $10K | Automatic Purchase Order (APO) | Automatic Purchase Order
|
| $10-$50K | Shop Catalogs | Compliant Shop Catalogs |
| $10-$50K | Purchasing Agent Discretion
| Purchasing Agent Discretion
|
| $50-500K | Documented Quotes (DQ) | Documented Quotes (DQ) |
| Greater than $500K |
|
|
Definitions:
Purchasing Agent Discretion – Competition not required. However, PA may elect to solicit competition if deemed in the best interest of the University. All purchases greater than $500 require a written quotation per the Uniform Commercial Code.
Documented Quotation – Informal quote process. Must be posted on Bidnet/Rocky Mountain eProcurement System (RMEPS) for a minimum of three (3) business days and may be longer depending on the complexity.
Invitation for Bid – Formal bid process. Must be posted on RMEPS for a minimum of fourteen (14) calendar days and may be longer depending on the complexity.
Request for Proposal – Formal process which considers criteria other than prices in evaluation and award. Must be posted on RMEPS for a minimum of thirty (30) calendar days and may be longer depending on the complexity.