Bids and Proposals

More than one vendor should always be contacted when purchasing materials or services. Requesting multiple price quotes ensures that we are getting the best price, terms and delivery. Vendors used by Wentworth may also have other relationships with the College and a sole source bid from a vendor could be construed as an unfair business practice.

Purchases between $1,000 and $5,000 – at least two vendors should be contacted and a verbal or written price quote obtained. Those quotes should be retained when the Wentworth credit card is used to make the purchase, the vendors contacted should be noted in the Paymentnet transaction comment box when reviewing and reconciling the purchase. When a Requisition is used for this purchase, vendors contacted should be noted on the back of the requisition and if the lowest bidder is not selected a short explanation should be included.

Purchases over $5,000 – A minimum of two and preferably three vendors must be contacted and a written quote must be obtained. Copies of these quotes must be attached to the Requisition when placing the order. If the low bidder is not selected a short explanation must also accompany the Requisition.

Capital Requests

All capital requests require three written quotes.

These quotes must be attached to the Requisition when placing the order. If the lowest bidder is not selected, an explanation regarding the selection must accompany the Requisition.

Sole Source

From time to time, it is necessary to obtain materials that can only be secured from one vendor (sole source). If a requisitioner believes that to be the case, contact the Purchasing Department for assistance in possibly locating a competing vendor or to verify that a best effort was made and that no other vendor could be found.