Utah Admin. Code R33-105-103 - Quotes for Small Purchases from $5,000 to $50,000

(1) A procurement unit shall complete a quotes for small purchase solicitation process when:

(a) the individual cost of a procurement item exceeds the Individual Procurement Item threshold established in Section R33-105-102; and

(b) the aggregate cost of all procurement items to be procured does not exceed $50,000.

(2) When completing a quotes for small purchases solicitation process, the procurement unit:

(a) shall determine the minimum specifications for award including a vendor response due date and time;

(b) shall provide the minimum specifications to multiple vendors;

(c) shall obtain a minimum of two competitive quotes which include minimum specifications; and

(d) shall purchase from the responsible vendor offering the lowest quote that meets the specifications.

(3) Executive Branch procurement units, to the extent they do not have independent procurement authority:

(a) may not obtain quotes when aggregate of the procurement exceeds $10,000; and

(b) shall send a request for solicitation to the Division.

(4) A procurement unit with independent procurement authority:

(a) may not obtain quotes when the aggregate of the procurement exceeds $50,000 or a lower amount determined in writing by the procurement official; and

(b) shall conduct an invitation for bids or other procurement process outlined in the Utah Procurement Code.

(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) To ensure the fair and equitable 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 procurement official.

(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 (6)(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) When practicable, a procurement unit may obtain quotes from all vendors on an approved vendor list.

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

Notes

Utah Admin. Code R33-105-103

Adopted by Utah State Bulletin Number 2024-21, effective 10/22/2024