3502.1 For each small purchase procurement, other than a non-competitive small purchase under §3501 of this chapter, the contracting officer shall solicit quotations from at least three (3) sources to promote competition to the maximum extent practicable and to ensure that the purchase is in the best interests of the University, considering quality, price, and other factors (including the administrative cost of the purchase). If practicable, two (2) sources not included in the previous solicitation for similar items shall be requested to furnish quotations.

3502.2 If the contracting officer determines that it is impractical under the circumstances to solicit more than two (2) sources (due to time constraints, lack of available sources, or other factors set forth in §3502.4), the contracting officer may solicit quotations from two (2) sources. In no instance shall the contracting officer solicit quotations from fewer than two (2) sources unless the provisions of §3502.5 are followed.

3502.3 If the contracting officer determines that the best interests of the University (or, other factors set forth in §3502.4) indicate that price quotations should be obtained from more than three (3) sources, the contracting officer may require the solicitation of additional quotations.

3502.4 The contracting officer shall consider the following factors when deciding how many quotations will be solicited:

(a) The nature of the item or service to be purchased and whether it is highly competitive and readily available in several makes or brands, or if it is relatively non-competitive;

(b) Information obtained in making recent purchases of the same or similar item;

(c) The urgency of the proposed purchase;

(d) The dollar value of the proposed purchase; and

(e) Past experience concerning specific contractors' prices.

3502.5 A competitive small purchase procurement solicitation may only be limited to a sole source when the contracting officer determines, in writing, that one (1) of the following conditions is satisfied:

(a) There is only one (1) source for the required item or service; or

(b) An emergency condition exists which precludes the solicitation of multiple quotations.

3502.6 A contracting officer may orally solicit quotations. However, a contracting officer shall use a written solicitation in the following circumstances:

(a) When a large number of line items is included in a single proposed procurement;

(b) When obtaining oral quotations is not considered economical or practical;

(c) When extensive specifications are involved; or

(d) When the suppliers are located outside the local trading area.

3502.7 A contracting officer shall maximize competition for small purchases and shall not necessarily limit solicitations to suppliers of well known and widely distributed makes or brands, or solicit on a personal preference basis.

3502.8 Each contracting officer shall maintain a small purchase source list (or lists, if more convenient) . The list shall indicate whether the business is a certified minority business.

3502.9 The contracting officer may cancel a solicitation for quotations at any time before a contract is awarded.

3502.10 If the lowest quote received is more than ten thousand dollars ($10,000) , the contracting officer shall cancel the solicitation for quotations under this chapter and issue a solicitation under the provisions of chapter 32 or 33 of this title .

SOURCE: Final Rulemaking published at 39 DCR 2566 (April 10, 1992).