R33-5-107. Quotes for Small Purchases from $1,001 to $50,000

  (1) For procurement item(s) where the cost is greater than $1,000 but up to a maximum of $5,000, a procurement unit shall obtain a minimum of two competitive quotes that include minimum specifications and shall purchase the procurement item from the responsible vendor offering the lowest quote that meets the specifications.

  (2) For procurement item(s) where the cost is greater than $5,000 up to a maximum of $50,000, a procurement unit with independent procurement authority or the Division of Purchasing and General Services on behalf of an executive branch procurement unit without independent procurement authority, as applicable, shall obtain a minimum of two competitive quotes that include minimum specifications and shall purchase the procurement item from the responsible vendor offering the lowest quote that meets the specifications.

  (3) For procurement item(s) costing over $50,000, a procurement unit with independent procurement authority or the Division of Purchasing and General Services on behalf of an executive branch procurement unit without independent procurement authority, as applicable, shall conduct an invitation for bids or other procurement process outlined in the Utah Procurement Code.

  (4) Limited Purchasing Delegation for Small Purchases. The Division of Purchasing and General Services may delegate limited purchasing authority for small purchases costing more than $5,000 up to a maximum of $50,000, to an executive branch procurement unit provided that the executive branch procurement unit enters into an agreement with the Division outlining the duties and responsibilities of the unit to comply with applicable laws, rules, policies and other requirements of the Division.

  (5) The names of the vendors offering quotations and bids and the date and amount of each quotation or bid shall be recorded and maintained as a governmental record.

  (6) A procurement unit using this rule must comply with the following:

  (a) Utah Code 63G-6a-506(8) -- Prohibition against dividing a procurement into one or more smaller procurements;

  (b) Utah Code 63G-6a, Part 24 -- Unlawful Conduct and Penalties;

  (c) R33-24-104 -- Socialization with Vendors and Contractors;

  (d) R33-24-105 -- Financial Conflict of Interests Prohibited;

  (e) R33-24-106 -- Personal Relationship, Favoritism, or Bias Participation Prohibitions; and

  (f) All other applicable laws and rules.

  (7)(a) Approved Vendor List: In order to ensure the fair and quitable treatment of all vendors on an approved vendor list, a procurement unit shall, when using this rule in conjunction with an approved vendor list, obtain a minimum of two quotes from vendors on the approved vendor list using one or more of the following methods to select vendors from whom to obtain quotes:

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

  (ii) Assignment of vendors to a specified geographic area;

  (iii) Assignment of vendors based on each vendor's particular expertise or field;or

  (iv) Another method approved by the chief procurement officer or head of a procurement unit with independent procurement authority;

  (b) Each procurement unit using an approved vendor list under this rule shall document that all vendors on the approved vendor list have a fair and equitable opportunity to obtain a contract;

  (c) When using one of the methods listed in Subsection (7)(a) to select vendors to provide quotes, a procurement unit may also obtain an additional quote from the vendor that provided the lowest quote on the most recently completed procurement conducted by the procurement unit using the approved vendor list;

  (d) Whenever practicable, procurement units may obtain quotes from all vendors on an approved vendor list; and

  (e) Procurement units shall purchase the procurement item from the vendor on the approved vendor list that provides the lowest quote for the procurement item.