Simplified Solicitation

Simplified Solicitation Steps

Unit Heads may delegate, through the Delegated Bid Authority Process, a purchasing liaison to facilitate informal quotes for procurement acquisitions totaling less than $50,000. This delegation may be used for low risk commodity purchases when quantities and specification are clearly defined. All authorized delegated purchasing liaisons must complete training before delegation approval is granted and may be requested to attend annual training to maintain this designation. All Simplified Solicitations must be submitted through the CLM Request process for review before a PO is issued. The following steps are necessary to complete this request:

• Prepare the Vendor Written Bid Request form (PDF) and send to a minimum of three potential vendors to request written bids.
• Submit a purchase request through the Contract Lifestyle Management (CLM) system and include the following additional items:

1. Provide Vendor Written Bid responses or correspondence showing vendors received appropriate bid opportunities (minimum of 3).
2. Supply a KSU Purchase order or a pre-approved departmental purchase.
3. Attach all agreements, terms & conditions or contracts from the vendor. If a vendor provides the terms and conditions, the university must agree to the vendor and review, accept and initial the KSU-146a contractual provisions attachment.
4. Submit completed Office of General Counsel Contract Review Checklist (if vendor contract or terms & conditions).