Department of University Procurement
The Department of University Procurement provides procurement of the best value goods and services through competitive pricing and timely efficient deliveries to the University Community in a professional manner while following strict adherence to Kentucky Laws.
All Requests for Proposals (RFPs), Invitations to Bid (ITBs), Request for Quotations (RFQs) and Purchase Orders from Eastern Kentucky University are subject to the below terms and conditions:
- Eastern Kentucky University's General Terms and Conditions
- Eastern Kentucky University's General Construction Terms and Conditions
Purchasing Procedures:
Eastern Kentucky University abides by the Commonwealth of Kentucky's Model Procurement Code (KRS 45A), University and federal directives, regulations, and policies related to the procurement of goods and services for the University.
Method of Awarding Contract (Per KRS 45A.075)-Contracts will be awarded using one of the following methods. Per KRS 45A.030 (26), the Department of University Procurement will make a determination in writing as to what procurement method will be used.
- Competitive Sealed Bidding, pursuant to KRS 45A.080.
- Competitive Negotiation, pursuant to KRS 45A.077, 45A.085, 45A.090, or 45A.180.
- Noncompetitive Negotiation, pursuant to KRS 45A.095.
- Small purchase procedures, pursuant to KRS 45A.100
Purchasing Requirements for Goods
- Purchases less than $5,000 - one (1) quote.
- Purchases between $5,000 - $19,999 - two (2) quotes. Quotations can be accepted via telephone with appropriate attestation by authorized EKU personnel.
- Purchases between $20,000 - $39,999 - three (3) quotes. Quotations must be provided in writing from potential vendors.
- Purchases totaling $40,000 or more will require a formal bid or RFP process. Bids will be used to select the lowest cost vendor and Requests for Proposals (RFPs) will be used when factors other than price are considered in selecting a vendor.
Purchasing Requirements for Services
- Total Cost less than $10,000-One (1) quote is required and is to be in writing from potential vendors.
- Total Cost between $10,000 - $39,999-Three (3) quotes are required and are to be in writing from potential vendors. Services that would require a Personal Services Contract (PSC) will require a Request for Proposals (RFP) to be issued from University Procurement. Please contact University Procurement for further information.
- Total Cost over $39,999-Contact University Procurement for additional instructions.
Departments should send copies of quotes obtained to University Procurement. The Procurement Office will obtain additional quotes or process a bid/RFP if it is in the best interest of the University.
Contact University Procurement prior to moving forward with the following purchases:
- If purchase/project is expected to be $40,000 or more
- If unsure about the cost of goods/services
- If item is a multi-year purchase
- When a department is unable to secure the required number of quotes
Additional Procurement Guidelines and Regulations