Guidelines for Obtaining Quotes
Madison Area Technical College (Madison College) purchasing procedures outline the policy for the competitive procurement process. Refer to the purchasing requirements for more information.
If you are unable to obtain the required number of quotes, you must provide documentation by requesting a:
- Sole source letter from the supplier
- Piggybacking on a cooperative contract
Note: This must be specific to the item you will purchase. We recommend you work with the Purchasing department to insure the contract is adequate and that piggybacking is allowed.
If after solicitation in a competitive procurement competition is deemed to be inadequate, you must document your attempt and explain the circumstances that resulted in less than the required number of quotes.
When initiating your purchase order, complete the waiver/additional data portion in Workday. In addition, attach all quotes, as well as all additional documents (i.e., sole source letter, cooperative contract, explanation of inadequate submissions for your solicitation) to the Workday purchase order.
DO NOT CONTACT A VENDOR TO ASK FOR A LOWER PRICE AFTER THE QUOTES ARE RECEIVED. Doing so would be highly unethical. Each vendor has been given a fair and equal chance to quote. By giving any vendor a second opportunity to quote, you put the District at risk for serious criticism and you jeopardize future requests for quotes by the District from the vendor community.
Always document the process: Keep copies of all quotes received. By policy we are to maintain records documenting purchases (the Purchasing department will maintain the records as part of the Purchase Order Record).
Freight Terms: The most favorable terms for the District are FOB destination. This term is stated on the quote form. “FOB (free-on-board) destination” defines ownership of the shipment and means that the supplier owns, and is liable for, the shipment until it reaches your receiving department or other designated place. Should the shipment be lost, damaged or destroyed before it gets to you, the shipper is responsible. All quotes should contain this term.
Warranty: Check terms. Know when the warranty begins and ends. In some (high end equipment) cases the warranty should begin when the equipment is installed, tested and has been accepted by the District.
Installation, training and other unique requirements: Be sure to include any unusual requirements that you are expecting of the vendor when you issue the request for quotations.