DEPARTMENT

OF
CORRECTION




SUPPORT
Management
Services
Division


DIRECTIVE
NUMBER:
114.03.03.007
PAGE NUMBER:

1 of 17
SUBJECT:

Purchasing And
Contracting
Version 3.0

Brent Reinke, director, approved this document on 04/10/2014.
Open to the public: Yes No
Redacted version available: Yes No
Revision History
Revision date (04/10/2014) version 3.0: Revised under emergency processing. Changes to
purchasing authority (05.01.00) and purchase limitations sections (05.03.01 through 05.03.04).


01.00.00. POLICY OF THE DEPARTMENT

It is the policy of the Board of Correction that the Department of Correction shall manage
its fiscal responsibilities in accordance with the Governmental Generally Accepted
Accounting Practices, and the laws of the State of Idaho.

01.01.00. Purpose

To promote efficiency and economy in the purchasing process and to ensure internal
controls exist over the purchasing and contracting processes of the Department of
Correction.

01.02.00. Applicability

Fiscal Office purchasing agent, Department financial technicians, administrative assistants,
and any employee involved in the purchasing process.

02.00.00. TABLE OF CONTENTS

01.00.00. POLICY OF THE DEPARTMENT
01.01.00. Purpose
01.02.00. Applicability
02.00.00. TABLE OF CONTENTS
03.00.00. REFERENCES

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04.00.00. DEFINITIONS
05.00.00. PROCEDURE
05.01.00. Purchasing Authority
05.03.01. Purchases from $5,000 to $9,999
05.03.02. Purchases from $5,000 to $9,999
05.03.03. Purchases from $10,000 to $49,999
05.03.04. Purchases exceeding $50,000
05.04.00. Approval Process
05.05.00. Exceptions
05.05.01. Information Technology Purchases
05.05.02. Telephone System Acquisition Process
05.05.03. Motor Vehicles
05.05.04. Photocopiers And Facsimile Machines
05.05.05. Radio Communications Equipment
05.06.00. Informal Bidding Process
05.06.01. Awarding Bids
05.06.02. Lowest Cost
05.06.03. Best Value Or Weighted Analysis
05.06.04. Life-Cycle Costing
05.07.00. Formal Bidding
05.07.01. Developing Bid Specifications
05.07.02. Specification Checklist
05.07.03. Bid Opening
05.08.00. Request For Proposal (RFP)
05.09.00. Evaluation Of Proposals
05.09.01. Award
05.09.02. Determination Of Need To Contract
05.09.03. Leases
05.10.00. Requests For Information
05.11.00. Other Purchasing Processes
05.11.01. Emergency Purchasing
05.11.02. Sole Source Purchases
05.12.00. Reporting Requirements
05.13.00. Appeals Process

03.00.00. REFERENCES

Department Policy 114, Fiscal Policy.

Idaho Code Section 67-5717(10) and 67-5732.

IDAPA 38.05.01, Rules of the Division of Purchasing.


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04.00.00. DEFINITIONS

Contracting. The process of establishing term contracts, definite or indefinite quantity
and/or delivery contracts, or other acquisition agreements whose subject matter involves
multiple payments and deliveries. A contract shall also include any amendments or change
orders.

Department. The state Department of Correction.

Efficiency and Economy. The expedient means to purchase property or services at the
lowest cost while meeting the specifications and criteria required by the Department.

Property. Goods, services, parts, supplies and equipment, both tangible and intangible,
including, but nonexclusively, designs, plans, programs, systems, techniques and any
rights and interests in such property. Includes concession services and rights to access or
use state property or facilities for business purposes.

Purchasing. The act of acquiring or procuring property for department use or the result of
an acquisition action. This includes leasing, renting, gifts, buying, and contracting.

05.00.00. PROCEDURE

All purchases, including leasing, renting, buying, and contracting, will comply with
Department policy and procedure, Division of Purchasing rules (IDAPA 38.05.01, Rules of
the Division of Purchasing, Idaho Code Section 67-5715 (1) and 67-5732, and all
applicable Department of Administration rules.

05.01.00. Purchasing Authority

The purchasing agent is responsible for the purchasing and contracting process and is
the department liaison with the Idaho Division of Purchasing. The purchasing agent
receives and reviews all requests for establishing contracts and single purchases
$5,000 and larger prior to making the purchase.

Institutions and facilities have delegated purchase authority only for
Single purchases less than $4,999
Purchases from current department and statewide contracts
Purchases from other Idaho state agencies, and federal agencies

05.02.00. Purchasing Ethics And Vendor Relationships

All Department employees are involved in business transacted by government in one form
or another. Especially so are those personnel who purchase items and services for the

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agency. Taxpayers, state agencies, bidders, contractors and others involved in the conduct
of state business have a stake in the integrity and ethical performance of state employees.
State of Idaho Statutes, Division of Purchasing Rules and Department of Correction
Purchasing Policies and Procedures are put in place to preserve that integrity by helping to
avoid improper actions, or the appearance of improper actions by government personnel
and by suppliers. Each state employee, classified and non-classified, has a personal
responsibility to conduct government business in an ethical manner and assure the
integrity of the state purchasing and procurement processes.

05.02.01. Prohibitions

Idaho Code Section 67-5726 prohibits conflict of interest regarding the holding of contracts
or state employees selling property or supplies to the state.

Idaho Code 67-5726 prohibits the influencing or conspiring to influence public purchasing
decisions and contract awards. Attempts at influence may include kickbacks and bribes,
peddling or payment of a fee, back-door selling, hard-sell tactics, fraternization, or offering
gifts to avoid following published procedures or gain advantages.

Idaho Code 67-5726 and 67-5717 prohibit the circumventing of purchasing authorization.
Efforts by agencies to obtain products or services by avoiding the competitive process by
splitting purchases, creating false emergency situations and non-use of statewide contracts
are prohibited.

05.02.02. Code Of Ethics

All personnel charged with the responsibility for purchasing for the agency shall:

Follow the lawful instructions of the agency and laws of the state;

Understand the authority granted by the agency;

Avoid activities that would compromise or give the perception of compromising the
best interests of the agency;

Reduce the potential for any charges of preferential treatment by actively promoting
the concept of competition;

As agents for the agency, obtain the maximum benefit for funds spent;

Avoid any private or professional activity that would create a conflict between your
personal interest and the interests of your employer;


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Avoid the appearance of unethical or compromising practices in relationships,
actions and communications;

Avoid noticeable displays of affection which may give an impression of impropriety;

Avoid holding business meetings with suppliers outside the office. When such
meetings do occur, the meeting location should be carefully chosen so as not to be
perceived as inappropriate by other persons in the business community or by your peers;
and

Never solicit or accept money, loans, credits or prejudicial discounts, gifts,
entertainment, favors or services from your present or potential suppliers, which might
influence or appear to influence purchasing decisions.

05.02.03. Vendor Relationships

Developing and maintaining good relationships with our suppliers is important. Whenever a
vendor (or agency) fails to meet the requirements of a contract or purchase order, the
problem needs to be discussed and resolved to everyones satisfaction. This will help
prevent future problems and maintain good working relationships. Most minor problems
can be worked out with a simple call or visit, but if not, please bring the matter to the
attention of the Division of Purchasing for assistance in resolving disputes.

The following should be kept in mind when dealing with vendors:

Maintain and practice, to the highest degree possible, business ethics, professional
courtesy, and competence in all transactions;

Preclude from showing favoritism or being influenced by suppliers through the
acceptance of gifts, gratuities, loans or favors; and

Adhere to and protect the suppliers business and legal rights to confidentiality for
trade secrets, and other proprietary information.

05.03.00. Purchasing Limitations

The purchasing process is driven by the following dollar thresholds.

05.03.01. Purchases up to $4,999

All department locations have this purchasing authority. This category includes
discretionary purchases in accordance with good business practices and in the best
interest of the state. Three quotes are not required but should be considered when

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possible or practical

05.03.02. Purchases from $5,000 to $9,999

These purchases require the purchasing agents oversight. The purchasing agent
determines the process for getting three informal quotes based on the procurement,
availability of product or service, and lead-time. The purchasing department may assist
with the quoting process. The purchasing agent reviews and signs all purchase orders
that fall within this range.

05.03.03. Purchases from $10,000 to $49,999

The purchasing agent manages these purchases. These require a minimum of three
quotes from vendors with a significant Idaho presence. The purchasing agent reviews
and signs all purchase orders in this range.

05.03.04. Purchases exceeding $50,000

The Division of Purchasing administers these along with the purchasing agent. The
appropriate process of quotes or bids is determined by estimating total purchase
amount including renewals if applicable.

05.04.00. Approval Process

All requests to purchase begin by obtaining approval from the appropriate facility or
program spending authority. This must be done in writing using a purchase order. All
purchase orders must be numbered and processed through the facility financial technician
or equivalent.

05.05.00. Exceptions

The following types of purchases are exempt from the bid requirements described in the
above dollar limits:

Purchases from current Department or statewide contracts;

Purchases from Idaho Correctional Industries;

Purchases from other Idaho state departments or agencies; and

Purchases from Federal government agencies.


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05.05.01. Information Technology Purchases

The Departments Information Technology Manager must review and approve all
information technology property purchases. Purchases will be made from statewide
contracts where applicable and comply with rules for information technology acquisitions.

Information Technology property includes, but is not limited to, all present and future forms
of computer hardware, computer software, or services used or required for automated data
processing, computer related office automation or telecommunications. Tele-
communications means all present and future forms of hardware, software or services
used or required for transmitting voice, data, video or images.

The Department's review and any subsequent acquisition will conform to the guidelines
and policies established or adopted by the Information Technology Resource Management
Council (ITRMC) or other governing or policy board or council that may be created by
statute or directive for the purpose of information technology oversight or review.

05.05.01.01. Information Technology Purchasing Thresholds

Purchases of information technology property less than fifty thousand dollars ($50,000),
after approval by the Department's Information Technology Manager, must be made in
accordance with good business practices and in the best interest of the state.

05.05.02. Telephone System Acquisition Process

All telephone equipment purchases or leases require purchase by a purchase requisition
(DA-1) through the Division of Purchasing. All telephone and communication systems
equipment requirements must be routed through the Department of Administration, Division
of Information Technology and Communication Services (DITCS) for review and approval
prior to sending to the Division of Purchasing.

05.05.02.01. Planning

The Department purchasing agent will direct you to the telephone contract vendor who will
assist you with needs assessment, budget planning, and other technical information.

05.05.02.02. Ordering

Once needs are identified, budget issues resolved, and technical specifications are
developed, a written request is sent to the Department purchasing agent. This request
must have the appropriate Program Cost Account (PCA) code and be approved by the
facility spending authority.


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The purchasing agent will prepare a purchase requisition form (DA-1) and send it to the
Division of Purchasing.
The Division of Purchasing will issue a purchase order to the vendor and send copies to
the purchasing agent and to the coordinator.

The vendor will contact the Department purchasing agent or end user to establish
installation and training dates. System acceptance and payment will be the responsibility of
our Department.

05.05.02.03. Follow-Up Orders

Software upgrades, voice mail additions, and/or major system add-ons are separate
procurements and must be accomplished using the above procedures. Additions or
replacements of individual phones, trunk cards, stations, cards, etc. must be handled by
direct contact with the vendor.

05.05.02.04. Warranties And Maintenance

All installed systems are warranted for two (2) years from the date of acceptance. The
Department has the option of purchasing maintenance agreements for subsequent years.

05.05.03. Motor Vehicles

New and used vehicles must be purchased through the Division of Purchasing. Requests
will be sent to the Department purchasing agent who will prepare a purchase requisition
form (DA-1) and forward it to the Division of Purchasing. Vehicle purchases typically have
a three (3) to six (6) month lead-time.

05.05.04. Photocopiers And Facsimile Machines

All requests will be sent to the Department Purchasing Agent who will order the equipment
according to Division of Purchasing guidelines.

All purchases or leases not available from statewide contracts require approval and
processing by the Division of Purchasing. Most leases or purchases are made from
statewide contracts. Required equipment not available on statewide contracts must be
approved by the Division of Purchasing.

05.05.05. Radio Communications Equipment

All radios and associated equipment must be purchased through the Division of Microwave
Services, Department of Administration. Requests should be directed to the Department

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purchasing agent who may place orders without regard to dollar limits.

05.06.00. Informal Bidding Process

Purchases of property or services between one thousand five hundred dollars ($1,500) and
forty-nine thousand nine hundred ninety-nine dollars and ninety-nine cents ($49,999.99)
require no less than three (3) bids unless it is impossible or impractical as determined by
the Department purchasing agent. An opportunity to bid must also be provided to at least
three (3) vendors who have a significant Idaho presence.

The Request for Quotation and/or Quote may be written or oral.

Quoting Time. The quoting time allowed the bidders should provide sufficient time for the
vendor to prepare and return a quotation. The amount of time shall take into consideration
such factors as complexity, urgency, availability of property and information, and number
and location of vendors.

Splitting of Requirements. Acquisition requirements shall not be artificially divided to avoid
bid statutes, rules or policies.

Award shall be made to the bidder offering the lowest acceptable quotation. The
purchasing file will be fully documented for unacceptable quotations.

05.06.01. Awarding Bids

Awards may be made in any of the following ways. A complete record of all factors used to
determine how an award was made must be kept in the purchasing file.

05.06.02. Lowest Cost

Generally, awards are made to the lowest cost responsible bidder. Responsible bidder is
defined as the vendor whose bid conforms to all material respects to the Request for
Quotation and reflects the lowest acquisition price. Comparisons of costs should include all
costs, including such items as delivery costs, setup charges, removal charges, labor
charges, any additional materials required, and other elements described in the quotation.

05.06.03. Best Value Or Weighted Analysis

To determine best value a weighted analysis may be used. In a weighted analysis, cost is
only one factor in determining the award. Other factors may include evaluation of
specifications, comparative performance examinations, vendor references, product
usability, flexibility, maintenance, company resources, previous experience, etc. To assure
a fair determination of award, identified factors are weighted according to importance in the

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overall purchasing decision. Relative scores are assigned to each factor, including price, to
determine the lowest acquisition cost.

05.06.04. Life-Cycle Costing

Awards may also be made to bidders offering the lowest life-cycle cost. Life cycle costing
means the total cost of an item for its entire life span. It includes initial purchase price,
operating supplies, maintenance, repairs, salvage value, and disposal costs.

05.07.00. Formal Bidding

All purchases fifty thousand dollars ($50,000) and larger are processed through the
Division of Purchasing. There are two (2) approaches to purchases of this size, a bid or a
request for proposal.

Bids are generally used for tangible property and in instances where the purchaser knows
what they want and wants to obtain the best price.

Requests for proposal are generally used for services and in cases where the need is
known but all the solutions are not.

05.07.01. Developing Bid Specifications

For competitive bidding, specifications should be used for capital equipment items (items
that cost over three hundred dollars ($300)) and all products costing over one thousand
five hundred dollars ($1,500). Specifications may be developed by the end user or by the
purchasing section or both. It is the responsibility of the agency to develop complete
specifications for purchase requests that are sent to the Division of Purchasing for
processing.

Specification refers to a description of the characteristics of a commodity or service
required or desired. Specifically, it is defined as the explicit requirements furnished with a
solicitation upon which a purchase order or contract is to be based. Specifications set forth
the characteristics of the property and services to be purchased to enable the vendor to
determine and understand that which is to be supplied. This information may be in the form
of a description of the physical, functional, or performance characteristics; a reference
brand name or both. It may include a description of any requirement for inspecting, testing,
or preparing a material, equipment, supply or service for delivery. Specifications may be
incorporated by reference and/or through attachment to the solicitation. Specifications are
written not to restrict bidding but to encourage open competition. The goal is to invite
maximum reasonable competition.

The function of specifications is to provide a basis for obtaining a commodity or service that

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will satisfy a particular need at an economical cost. A good specification should do these
things:

Identify minimum requirements;

Allow for a competitive bid;

List reproducible test methods to be used in testing for compliance with
specifications; and

Provide for an equitable award at the lowest possible cost.

05.07.02. Specification Checklist

To assure that your specifications meet the above criteria, use the following checklist:

Specifications should be clear and accurate, yet simple. They should not be so
specific that a loophole eliminates competition and allows a bidder to take advantage of the
purchaser;

Specifications should be understandable to both the bidder and the purchaser;

Specifications should be as flexible as possible. Inflexible specifications defeat the
competitive bid process;

Specifications should be legible and concise;

Specifications should be capable of being checked;

Specifications that are written in such a way that a product or service offered cannot
be checked as meeting specifications is of little value and results in confusion;

The specification should be reasonable in its tolerances. Unnecessary precision is
expensive; and

The specification should be as fair to the bidder as possible and allow for
competitive bidding by several bidders.

Forward specifications to the Department buyer or purchasing agent. If the end user does
not have enough information, the purchasing staff will help complete the specifications.

The purchasing agent will prepare a formal purchase requisition form (DA-1) and send it to
the Division of Purchasing. The Department controller signs the purchase requisition form

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(DA-1).

The Division of Purchasing will post bids electronically and if requested will send a
notification of opportunity to bid to venders suggested by the Department. Bidders will have
from ten (10) to thirty (30) days to submit bids.

05.07.03. Bid Opening

After the bids are opened and tabulated, the Department purchasing staff will review them.
A recommendation to award will be made after this review. The recommendation to award
will be signed by the controller and returned to the Division of Purchasing. The award will
be made to the lowest responsible bidder. The lowest responsible bidder is the bidder
whose bid conforms in all material respects to the Invitation to Bid and reflects the lowest
acquisition price to be paid by the state. However, when specifications contain service or
other such qualitative factors, those will also be weighted using the factors established in
the specifications.

The Division of Purchasing will notify all bidders of the intent to award to the lowest
responsible bidder. After the ten-day appeal period is over, and if no appeals are received,
the Division of Purchasing will issue a purchase order or contract.

05.08.00. Request For Proposal (RFP)

A Request for Proposal (RFP) is generally utilized in the acquisition of services or complex
purchases. An RFP describes a problem or need in general terms and seeks a written
response including pricing information which describes the solution or means of providing
the property requested by the Request for Proposal. Price might be an evaluation criterion
for proposals, but will not necessarily be the predominant basis for contract award.
Request for proposal may be a more appropriate method for a particular acquisition than
competitive sealed bidding, after consideration of factors such as:

Whether the relative skills, expertise, or technical capability of the offers will have to
be evaluated;

Whether the cost is secondary to the characteristics of the property or service
sought, as in a work of art;

Whether the conditions of the service, property or delivery conditions are unable to
be sufficiently described in the Invitation to Bid; and

Whether the acquisition is for highly complex or technical property or services and
evaluation of the offers approach, management capabilities, innovation, or other technical
factors are secondary to cost.

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Before a Request for Proposal may be issued for competitive sealed proposals, the
purchasing agent shall determine that competitive sealed proposals represents a more
appropriate method for contracting than competitive sealed bidding.

The Request for Proposal is written so that potential offers understand the problem they
are being asked to address. Any limits or conditions that may apply must be included. The
RFP shall state in general terms all of the evaluation factors and their relative importance,
including price.

05.09.00. Evaluation Of Proposals

The evaluation shall be based on the evaluation factors set forth in the Request for
Proposals. Numerical rating systems are generally used but are not required. Factors not
specified in the Request for Proposals shall not be considered in evaluating offers or
determining award of contract.

05.09.01. Award

A written determination shall be made explaining how the award was found to be most
advantageous for the agency based on the evaluation criterion set forth in the Request for
Proposal. The Division of Purchasing will make final approval for the award. After issuance
of notice of intent to award, the Idaho Public Records Act will control the extent of public
inspection of proposals.

If only one proposal is received in response to a Request for Proposal, the Division may, as
it deems appropriate, make an award, reject the proposal, or if time permits, re-solicit for
the purpose of obtaining additional proposals.

05.09.02. Determination Of Need To Contract

A contract may be established as the result of a bid or an RFP. The Department may enter
into service contracts (personal or general type services) provided that they do not exceed
one (1) year in length and the total cost does not exceed fifty thousand dollars ($50,000).
Service contracts exceeding one (1) year in length or fifty thousand dollars ($50,000) must
be processed by the Division of Purchasing.

The Department purchasing agent, buyer, controller or fiscal designee must sign all
contracts established using delegated authority. Detailed contract requirements are
available from the fiscal office. The Department director must also sign these contracts. A
central file of all signed contracts is maintained in the fiscal bureau.

Contracting for goods or services that will equal or exceed fifty thousand dollars ($50,000)

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must be processed by the Division of Purchasing. Contracting allows the Department to
make multiple purchases without repeating the bid process for each purchase.

05.09.03. Leases

The Department may, subject to competitive bidding requirements, enter into leases using
the same requirements and dollar limits as purchases and the lease does not exceed one
(1) year in length. Leases and rentals of real property must be handled by the Division of
Public Works.

The Department purchasing agent, buyer, controller or fiscal designee must sign all leases
established using delegated authority. Detailed lease requirements are available from the
fiscal office. The Department director must also sign these leases. A central file of all
signed leases is maintained in the fiscal bureau.

All leases exceeding fifty thousand dollars ($50,000) per year or exceeding one (1) year in
length must be processed through the Division of Purchasing.

05.10.00. Requests For Information

Requests for information (RFI) are used to gather information from as many sources as
possible. The requests can be done at the Department level through the Department
purchasing agent. There is no obligation to expend funds or incur liability. The results
gathered can be useful in developing specifications for a bid.

The first step is to define the purpose and state the intent of the request.

The request must include a disclaimer that this request is made for informational and
planning purposes only.

The RFI may include some or all of the following:

Description of current situation, question, or problem;

Detail information desired;

Financial considerations or limitations if appropriate;

Definition of overall plan;

Schedule for conference with interested vendors if needed;

Solicitation for general pricing information; and

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Closing date and address to respond to.

Evaluate the responses and develop a future course of action.

05.11.00. Other Purchasing Processes

05.11.01. Emergency Purchasing

Idaho Code Section 67-5720 and IDAPA 38.05.01, Rules of the Division of Purchasing,
defines an emergency as: An emergency condition is a situation that creates a threat to
public health, welfare, or safety such as may arise by reason of floods, epidemics, riots,
equipment failures, or other similar circumstances. The existence of such condition must
create an immediate and serious need for property that cannot be met through normal
acquisition methods."

The Department purchasing agent shall make a written determination stating the basis for
an emergency purchase and for the selection, if applicable, of the particular supplier. Such
determination shall be sent promptly to the administrator of the Division of Purchasing for
review and written approval that the purchase be undertaken as an emergency purchase.
The Division of Purchasing, after determining that an emergency exists, may authorize the
purchase of property or services by an reasonable means, with any available specification,
without regard to the provisions of these rules.

In extreme emergency, agency personnel may take whatever purchasing action necessary
to resolve the emergency, to be followed by a written explanation and summary of the
action taken to the Division of Purchasing.

05.11.01.01. Emergency Purchases Limitations

Emergency purchases shall be limited to only those supplies, services, or property
necessary to meet the emergency.

Due to the complexity of acquisitions of goods and services for buildings and repairs, all
such acquisitions must be coordinated through the Division of Public Works building
operations manager and the purchasing agent. Those procedures are detailed in a
separate document. Contact the Department buyer or purchasing agent for a copy of the
document.

05.11.02. Sole Source Purchases

A sole source item is described as an item with only a single supplier. In many cases
requests for sole source purchases describe an item made only by one manufacturer.

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However, if the item is distributed and readily available from many different suppliers it
does not qualify for sole source. It has a sole manufacturer, but not a sole supplier. As long
as there is more than one potential bidder or offer for the property item, there is no
justification for a sole source determination.

Examples of circumstances which could necessitate a sole source purchase are:

Where the compatibility of equipment, components, accessories, computer
software, replacement parts or service is the paramount consideration;

Where a sole suppliers item is needed for trial use or testing;

Purchase of mass produced movie or video film or written publications distributed or
sold primarily by the publisher; and

Purchase of property for which it is determined there is no functional equivalent.

05.11.02.01. Sole Source Purchasing Process

All requests for sole source purchases must be submitted in writing, (with appropriate
approval signatures), and written justification to the purchasing agent. The purchasing
agent will prepare a purchase requisition form (DA-1) and forward it to the Division of
Purchasing. The Division of Purchasing shall determine the validity of sole source
purchase requests. In cases of reasonable doubt, competition is solicited in accordance
with normal Division of Purchasing rules. Unless the property is required for a life-
threatening situation, a situation that is immediately detrimental to the public welfare or
property, or if the proposed acquisition amount exceeds the sealed bid limitation, the
Division of Purchasing will publish notice in their electronic bidding system of the sole
source acquisition at least ten (10) working days prior to the award of the contract.

05.12.00. Reporting Requirements

The Department purchasing agent or buyer will keep a file folder for each purchase
requiring formal bids. This folder shall contain the requisition, bid and award
documentation, copy of the purchase order, and other supporting documentation.

The Division of Purchasing requires a monthly report of all items costing over five thousand
dollars ($5,000) and up to forty-nine thousand, nine hundred ninety-nine dollars and ninety-
nine cents ($49,999.99). This report will be prepared and submitted by the purchasing
agent or buyer.

05.13.00. Appeals Process


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Administrative appeals are authorized by Idaho Code Section 67-5733 and addressed in
IDAPA Rule 38.05.01 - 700, Rules of the Division of Purchasing. Appeals can be in the
form of a challenge to specifications, the appeal of a rejected bid, the appeal of a finding of
the lowest responsible bidder, and an appeal of a sole source purchase determination. To
be effective, all appeals shall be made in writing and directed to the appropriate state
official.

The Department purchasing agent shall be responsible for handling administrative appeals
under the circumstances and to the extent as set forth in Idaho Code Section 67-5733 and
IDAPA rules for actions performed under the Department's delegated authority.

The administrator of the Division of Purchasing shall be responsible for handling
administrative appeals for all actions handled by the Division of Purchasing.