R33-104-110. Use of Electronic, Telephone, or Written Quotes

(1) "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. (2) "Quote" means a purchasing process that solicits pricing information from several sources. (3) "Quotation" means a statement of price, terms of sale, and description of the procurement item offered by a vendor to a procurement unit. A quotation is nonbinding and does not obligate a procurement unit to make a purchase or a vendor to make a sale. (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) the procurement unit informs 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 $10,000, unless the procurement official determines a lower amount by policy; (b) shall send a request to obtain quotations for a procurement item costing more than $10,000, unless the procurement official determines a lower amount by policy, to the Division of Purchasing who shall obtain quotations for executive branch procurement units for procurement items costing more than $10,000; and (c) may not obtain quotations for a procurement item available on a state contract unless otherwise specified in the terms of a solicitation or contract or authorized by rule or statute.