Materials Management

Effective Date: 03/01/2000

Policy Statement 11: Waiver of Competitive Bidding


Circumstances

If deemed to be in the public interest, competitive bidding may be waived in cases of emergency, where performance or price competition is not available or otherwise as provided below. Circumstances permitting waiver and providing for direct negotiation include, but are not limited to: where a needed product or service is available from only one source of supply; where bids have been solicited but no satisfactory bid(s) received; where standardization or compatibility is the overriding consideration; where personal or certain professional services are required; where a particular medical product or prosthetic appliance is needed; where an ongoing job or task is involved; where products or service is desirable for experimental, developmental or research work where equipment is already installed, connected, and in service and it is determined advantageous to purchase; where there is evidence of resale price maintenance or other control or prices, lawful or unlawful, which thwarts normal bidding procedures; where the amount of the purchase is too small to justify soliciting quotations or where a small purchase is being made and a satisfactory price is available from a recent previous bid or quotation; where the requirement is for an authorized cooperative project with other governmental unit(s) or charitable non-profit organization(s); where a used item(s) is available on short notice and subject to prior sale.

Justification

The waiver of competitive bidding process, like sole source purchases, is infrequently used and subject to substantial justification. All requests to waive competitive bidding should be forwarded to the Director of Materials Management accompanied by a purchase requisition and justification.