How to Buy

Bid Limits - Purchases of less than $10,000 do not need to be bid and they can be handled by the department through:

    • Procurement Card
    • Invoice From Vendors
    • Petty Cash

Purchases between $10,000 and $50,000:

    • Must be processed through Procurement Services using the IRIS requisition process
    • A minimum of 3 bids must be solicited

Purchases of $50,000 and higher:

    • Must be processed through Procurement Services using the IRIS requistion process
    • A minimum of 15 bids must be solicited

       

Purchase Orders - The Office of Procurement Services and the State of Tennessee have many established purchase orders that allow you to procure goods and services without bidding. You may order direclty from the supplier and recieve our discounted prices. Bids, NCJ's and contracts are not required when using these purchase orders.


Purchase Orders by Supplier

State of Tennessee Contracts

 

Pricing isn't the only consideration - When other factors besides the lowest prices need to be considered in procuring a good or service, a Request for Proposal (RFP) is the preferred procurement method. An evaluation committee is typically formed and they evaluate a technical proposal from potential bidders. After these items are scored, costs are factored into the evaluation based on predetermined weights. Click here to review RFP Evaluation Guidelines and for a Proposal Evaluation From.

 

Sole Source Justification - If you can't find what you need through one of those processes described above and you feel that only one source can provide this, you must justify why this item can't be bid through the Non-Competitive Justification (NCJ) process. It is usually easier and faster to just bid the item than completeing the NCJ process. The NCJ Form must be completed in IRIS routed to everyone for included on the requisition. To bid an item, just complete the requisition. If you want to pursue the NCJ, the form cand be losted in IRIS at -
Logistics >> Material Management >> Purchasing >> Purchase Requisition >> ZNJ_MAINT_REQ_NCJ.

 

Training - Click here to access IRIS training material including how to create a requisition and view purchasing document in IRIS. Dates of upcoming training classes are posted on our main webpage.