R277-122-5. Small Purchases of Procurement Items Other than Professional Services and Consultants

  (1) The head of the procurement unit shall make small purchases in accordance with the requirements set forth in Section 63G-6a-506 and this Section R277-122-10.

  (2) Unless otherwise required as part of another standard procurement process being used in conjunction with a small purchase, the head of the procurement unit need not utilize a solicitation or provide public notice to conduct a small purchase.

  (3) The head of the procurement unit may make a small purchase of a procurement item other than a professional service by:

  (a) direct award without seeking competitive bids or quotes up to the following threshold amounts:

  (i) $10,000 for one or more procurement items purchased at the same time from one source; and

  (ii) $75,000 for multiple procurement items purchased in a 12-month period from one source; and

  (b) subject to Rule R33-4-109, obtaining quotes from a minimum of two vendors and purchasing the procurement item from the responsible vendor offering the lowest quote for a purchase of up to $75,000 for one or more procurement items purchased at the same time from a single source.

  (4) When conducting a purchase under Subsection (3)(b) in conjunction with an approved vendor list, the head of the procurement unit:

  (a)(i) may obtain quotes from all the vendors on the approved vendor list; or

  (ii) may obtain quotes from a minimum of two vendors on the approved vendor list, using one or more of the following methods to select vendors from whom to obtain quotes:

  (A) a rotation system, organized alphabetically, numerically, or randomly;

  (B) the geographic area serviced by each vendor;

  (C) each vendor's particular expertise or field;

  (D) solicitation of an additional quote from the vendor that provided the lowest quote on the most recently completed procurement conducted by the Board using the approved vendor list; or

  (E) another method approved by the head of the procurement unit;

  (b) shall document that all vendors on the approved vendor list have a fair and equitable opportunity to obtain a contract; and

  (c) shall purchase the procurement item from the responsible vendor on the approved list offering the lowest quote.

  (5) Whenever practicable, the head of the procurement unit shall use a rotation system or other system designed to allow for competition when using a small purchase process.

  (6) In the process of obtaining a competitive quote, the head of the procurement unit shall record and maintain the following as a government record:

  (a) the names of the vendors from whom quotes were requested and received; and

  (b) the date of receipt and amount of each quote.

  (7) The head of the procurement unit shall comply with all applicable laws and rules in the conduct of small purchases, including:

  (a) Subsection 63G-6a-506(8);

  (b) Title 63G, Chapter 6a, Part 24, Unlawful Conduct and Penalties; and

  (c) Sections R33-24-104 through R33-24-106.