R33-4-110. Use of Electronic, Telephone, or Written Quotes

  (1) Quote means an informal purchasing process which solicits pricing information from several sources.

  (2) Quotation means a statement of price, terms of sale, and description of goods or services offered by a vendor to a procurement unit; and

  (a) A quotation is nonbinding and does not obligate a procurement unit to make a purchase or a vendor to make a sale.

  (3) Electronic quote means a price quotation provided by a vendor through electronic means such as the internet, online sources, email, an interactive web-based market center, or other technology.

  (4) A procurement unit may use electronic, telephone, or written quotes to obtain pricing and other information for a procurement item within the small purchase or approved vendor threshold limits established by rule provided:

  (a) Quotations are for the same procurement item, including terms of sale, description, and quantity of goods or services;

  (b) It is disclosed to the vendor that the quote is for a governmental entity and an inquiry is made as to whether the vendor is willing to provide a price discount to a governmental entity; and

  (c) The procurement unit maintains a public record that includes:

  (i) The name of each vendor supplying a quotation; and

  (ii) The amount of each vendor's quotation.

  (5) An executive branch procurement unit, subject to this rule:

  (a) May obtain electronic, telephone, or written quotations for a procurement item costing less than $5,000;

  (b) Shall send a request to obtain quotations for a procurement item costing more than $5,000 to the division of state purchasing;

  (i) The division shall obtain quotations for executive branch procurement units for procurement items costing more than $5,000; and

  (c) May not obtain quotations for a procurement item available on state contract unless otherwise specified in the terms of a solicitation or contract or authorized by rule or statute.