Bid Documentation Requirements

Procurement at Brown University is based on open market competition. As previously noted, common commodities and services are aggregated (leveraged) and “preferred vendor contracts are formed. Procurement transactions not covered by these contracts are subject to a competitive bid process in accordance with the following guidelines:

Purchase Transaction	Dollar Level	Required Documentation
Routine supplies, equipment and commercial services provided by a company	$3,000-$9,999	1 written quotation
	$10,000-over	3 written competitive bids, signed/dated, or 1 quote and a “sole source” memorandum PLEASE NOTE: Marine Biological Laboratory does not require a sole source memo
	Note: Bid templates are available on the Purchasing web site under the forms section serving as a resource for the process. A “sole source/single source” memorandum (see forms section) should be submitted to provide documentation for any transaction not subjected to the competitive bid process.
Maintenance Renewals	Maintenance Agreement
Computer systems/software Purchasing Agent Mary_Willis@Brown.edu	$3,000-$19,999	1 written quotation
	$20,000-over	3 written competitive bids; signed/dated
Construction/Renovation plus Architects & Engineers Purchasing Agent James_McCurdy@Brown.edu	$0-$19,999	1 written quotation
	$20,000-$99,999	3 written competitive bids; signed/dated plus “AIA” contract format. When applicable sole source memo.
	$100,000-over	3 formal written bids submitted to the Purchasing Department plus the “AIA” Contract format

Additional documentation required for “select” transactions processed through the Purchase Order System:

Purchase Transaction	Required Documentation
Work done on University premises by a company	Required licenses/permits plus certificate of insurance
Work done on University premises by an Individual (independent contractor)	Required licenses/permits, certificate of insurance, W-9 tax form, and a State tax form is required for transactions $2,000 and over when vendor is using a Social Security number for tax purposes.
“Preferred Vendor” Alliances	Customized term contract
Equipment leases or rental	Lease/Rental contract
Building lease	Lease contract
Real Estate purchase	Real Estate contract
Hazardous materials/controlled substances	EHS approval
Alcohol	Liquor liability form (see Controllers Web Site)
Tax free alcohol	Approval by Div. Bio/Med, or Chemistry plus R.I. Import Order