The Purchasing Manual describes the policies and procedures used to obtain
goods and services for Colorado State University. Additional training in specific areas may be
required in order to fully utilize the University’s procurement systems.

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

  • Can be issued if price is reasonable
  • Purchases must be distributed among qualified suppliers, if practicable
$10-$50K Shop Catalogs Compliant Shop Catalogs
$10-$50K Purchasing Agent Discretion

  • Reviewed for price reasonableness
  • Informal Quote Summary
Purchasing Agent Discretion

  • Reviewed for price reasonableness
  • Informal Quote Summary
$50-500K Documented Quotes (DQ) Documented Quotes (DQ)
Greater than $500K
  • Invitation for Bids (IFB), or
  • Request for Proposals (RFP)
  • Invitation for Bids (IFB), or
  • Request for Proposals (RFP)

Definitions:

Purchasing Agent Discretion (PA) – 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.