Purchasing Department, Staff Frequently Asked Questions - Bids
Volunteer State Community College | Business & Finance Division
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Please click below for answers to questions frequently asked about that particular topic.
Procard | Purchases | Bids
Where can I get a form for a Requisition to Bid?
The form is available for download in PDF format.
What do I need to attach to a Requisition to Bid?
A list of vendors needs to be attached. If the bid is for multiple items, please attach a listing of all items, their specifications, and a place for the vendor to indicate their unit price and extended price, on a separate sheet of paper.
Who makes the decision on the bid award?
The Purchasing & Contracts Office prepares a bid analysis. This is sent to you with all copies of bids for your review to make an award decision.
Do I have to go with the low bid?
Yes, unless the low bid does not meet your specifications. You may go with total low or individual line item low.
May I award to a local vendor even they are not the low bidder?
No, you should always award to the low vendor, unless they do not meet specifications.
What limit may I purchase before the bid process is necessary?
The purchase limit is $5,000.00 including shipping.
How long does a bid have to be advertised?
Bids must be back to the Purchasing & Contracts Office two (2) weeks from the date they are mailed to the vendor(s). The opening date is located in the top right corner of the bid. Always make sure you give the Purchasing & Contracts Office plenty of time to get your bid processed.
How far in advance should I send my requisition for bid to the Purchasing & Contracts Office?
Bids should be sent through for processing a minimum of six (6) weeks prior to you needing the item. Items can not be guaranteed for delivery until the vendor provides their delivery information with their bid.
