Welcome to Procurement Services

MSU Purchasing Threshold

Dollar Limits - Effective January 1, 2016
Formal Bid or RFP (issued by Procurement Services) $40,001 and above
Minimum of three (3) formal quotations via fax or email; Dependent upon discretion of Procurement Services $5,001 - $40,000
One (1) Quotation $5,000 and under

Murray State University Procurement Services has implemented a purchasing threshold dollar increase from twenty thousand dollars ($20,000) to forty thousand dollars ($40,000) in accordance with established guidelines and procedures as determined by Kentucky Statutes and Regulations for goods and services, other than professional or printing services. In accordance with KRS 45A.080, 45A.085, and 45A.100, the University is required to solicit formal Invitations to Bid and Requests for Proposals for commodities and services, including construction, which are expected to exceed forty thousand dollars ($40,000).

Professional services can only be obtained through a Request for Proposal (RFP) for Personal Service Contract. Departments needing professional services should contact Procurement Services for processing of the RFP.

Printing Services require Departments to first contact Procurement Services before engaging in off-campus printing services.

Quotation limits used are established by the Kentucky Finance and Administration Cabinet.

Specific procedures for each purchase limit are listed below:
Purchases which exceed forty thousand dollars ($40,000) for commodities and services, including construction, require solicitation of a formal invitation to bid or request for proposal. Procurement Services is the sole point of contact for the University during an open bidding process.

Purchases over five thousand dollars ($5,000) up to forty thousand dollars ($40,000) require Departments to contact Procurement Services initially to determine whether an existing contract is in place for the requested items or if special circumstances exist necessitating that the purchase be handled by Procurement Services through regular procurement processes; such special circumstances could exist with the purchase, for example, of software, systems, certain services, etc. Procurement Services will determine whether such special circumstances exist and, if so, the method (i.e., bid, quote, etc.) of procurement for purchases in this range.

A minimum of three (3) formal price quotations from qualified sources of supply are required. If quotes are obtained by the requesting department, documentation is required for the quotations received, including a tabulation of prices offered and the basis of the order. These records will accompany the purchase requisition and will be filed with the purchase order in Procurement Services. Departments may also provide specifications and an approved requisition for the purchase to Procurement Services and the Purchasing Agent will obtain the necessary quotes.

Purchases up to five thousand dollars ($5,000) may be made by Procurement Services based upon one quote from any available source of supply. Purchases in this range may be made by a department based upon one quotation and that quotation should be included with an approved requisition.

A department shall not artificially divide or parcel purchases over a period of time for the purpose of evading the regular procurement process. Individuals involved in making purchases are expected to understand the requirements stated here and to be familiar with the provisions of the Murray State University “Statement of Ethical Principles and Code of Conduct.”

Questions regarding purchases described here should be addressed to the Director of Procurement Services at 270-809-4090.