Frequently Asked Questions

Question: What is a Formal Quotation? (RFQ)

Answer: A formal written request to suppliers to provide a written price for a specific commodity or service as required by Nevada Revised Statute 332. Quotations usually require a response by a certain date and time and can be faxed.

Question: What is a formal Bid/Request for Proposal? (RFB/RFP)

Answer: A formal written request to suppliers to provide a written price for a specific commodity or service as required by Nevada Revised Statute 332. The solicitation is published in a local newspaper, submitted in a sealed envelopment by a certain date and time, opened publicly and requires Board approved.

Question: What are Specifications?

Answer: Specifications are a description of dimensions, types of materials, performance and function. Specifications might also include requirements applicable to the product or service needed, including applicable best value criteria. Bidding or quoting instructions, contract terms and conditions are included in specification requirements. A specification might also include variables such as color, grade, and size or provide measurable performance requirements along with a delivery timeframe, warranty, labeling, packaging, equipment setup, operating manuals and insurance requirements.

Question: What does “standard” mean?

Answer: “Standard” means an established measure of quality, value, type, model or example for comparison. To establish a level of quality the exact product of one or more suppliers, of typical workmanship, may be designated with the right to approve any other as an equal or acceptable product.

Question: Why does Purchasing change a supplier on my requisition?

Answer: The supplier on a requisition is the suggested supplier. Sometime the Program Technician changes the PEID to the correct supplier address and sometimes the buyer changes the supplier because they have current contracts for that particular commodity or service. When the requisition requires a formal quote or bid the supplier could change depending on the award.

Question: Can I have a Purchase Order Number?

Answer: The Purchase Requisition is required to complete several approval processes prior to becoming a Purchase Order. Sometime you can “walk through” a requisition if you call the the next approver. Call us if you don’t know who to call. We can help!

Question: Is the Purchase Order mailed when it says it has printed?

Answer: No, the Program Technician prints all approved requisitions in her queue in the afternoon. Most purchase orders are mailed the morning after they are printed. Some require additional signatures.

Question: What is considered a sole source for a product or supplier?

Answer: A sole source an be defined as a situation in the marketplace where there is a clearly and legitimately a single source of supply to meet the requestor's requirements. In the purchasing process, requirement means a pertinent need explained by how the product or service will be used in your operation or setting.

Also, the following is a sole source justification requirement for the files and auditors:

The reasonability of a sole source purchase must be based on the investigation, evaluation and documentation of alternate sources of supply. Rejection of similar products must be based only on their failure to meet specific and necessary specifications. A listing of the unique technical specifications required of the product and the potential companies contacted in the search for alternate sources must be included as well as the evaluation of those products (whether accomplished at conferences, trade fairs, inter-office use, etc.) In cases where no alternate sources are known, complete technical specifications must be provided to the Purchasing Department in order that a search and evaluation can be done. You must take into consideration the value of sole sourcing a product or service. It can, in some cases, cost more. Competition reduces costs.