Telephone quotations may be used for purchases less than $10,000. A telephone solicitation requires many of the same components as a written solicitation but the actual process is managed over the telephone. The Purchasing Policy requires documentation of telephone solicitations of more than $5,000.
The Procurement Department provides a form for telephone solicitations. You may also wish to develop your own format. In either case, this documentation must include:
The best, most effective way to create competition is to solicit two or more written bids (three bids are preferred but is not always possible.) This method ensures the selected supplier is providing goods and services in the most cost effective manner. Best business practices encourage the use of written competitive bidding at all levels of purchasing but, at WHOI, written quotations are not required unless the value of the purchase is $10,000 or more. The Procurement Department provides a written quotation form. It is geared toward smaller less complicated inquiries. Your Procurement Team member will be happy to assist you with more complicated issues.
Some points to remember when soliciting written quotations are:
Single or Sole Source Justification
When a purchase order totals more than $10,000, and competition is not possible, a justification of why the single or sole source is being used is required. Sole source procurement are those where no other supplier is available to provide the same or similar product or service required. A single source procurement occurs when there are other suppliers of the same or similar products or services but the nature of the application dictates the selection of a particular source, regardless of price.
Single source procurement is appropriate when:
Using a Single or Sole Source does not preclude responsibility to analyze the offer. Whenever a Single or Sole Source is required, a cost or price analysis is to accompany the justification. The "Price Analysis Techniques" related link includes techniques that can assist in determining the fairness of a price. Techniques for comparing price can also be found in the Federal Acquisition Regulation (FAR).
» View Justification for Single/Sole and Urgent Purchases Form