Bid Request Timeline
1st Month
Weeks 1 & 2
Requisition is encumbered at Purchasing Department. If amount is greater than $50,000; bidding process begins.
Purchasing Gathers information needed from department and develops specifications. 1-2 weeks depending on requisition and response time form department.*
Weeks 3 & 4
Advertise bid for a minimum of 2 weeks
2nd Month
Weeks 5
Analyze bid results & specify recommended source in conjunction with user departments.
Weeks 6 & 7
Recommendations are submitted for board approval one (1) month prior to Board Meeting.**
Weeks 8
Pending Board Approval
3rd Month
Weeks 9 & 10Pending Board Approval
Weeks 11 & 12
If bid recommendations are approved by the Board, purchase orders are processed, signed and sent to vendor for purchase of items or services.
4th Month
Weeks 13 - 20
Pending Board Approval
Weeks 11 & 12
Delivery time varies from immediately to 8 weeks after receipt of purchase order; depending on the type of item or service that is being ordered.
* Note: The development of specifications is a critical and integral part of the bid process and must be finalized by both purchasing and end users.
**Note: The month that the item is submitted to the Board for approval depends on the exact date of requisition encumbrance.
i.e. If the requisition is submitted after the 3rd week deadline, then it must be held until the following month.
