Purchases of such equipment, supplies, materials, or services, as specified herein, made without the issuance of such purchase orders shall not be deemed to be obligations of the state unless the State Fiscal Officer, by general rule or special order, permits certain purchases to be made without same. Please remember that the Purchasing Department will first call to verify pricing before the purchase order is issued. Use of telephone quotes are welcomed. The quotations must be on the quotation form provided by the Purchasing Department or on the vendor's letterhead stationary. The user departments may decide to call vendors for written quotes.
Facsimile quotes are acceptable.
If the low quote is accepted, the department need only attach all the quotes to the requisition form and forward to Purchasing. If the user department has accepted the low bid, a purchase order can be issued. If the low bid is not accepted, a written signed justification letter explaining why the low bid was not accepted must be sent to the Purchasing Department so that it can be forwarded to the Office of Purchasing and Travel along with a P-1 form requesting an exemption. Evaluate bid and send P-1 form to Office of Purchasing and Travel for approval. Then a purchase order is issued.