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Department of University Procurement

The Department of University Procurement provides procurement of the best value goods and services through competitive pricing and timely efficient deliveries to the University Community in a professional manner while following strict adherence to Kentucky Laws.

All Requests for Proposals (RFPs), Invitations to Bid (ITBs), Request for Quotations (RFQs) and Purchase Orders from Eastern Kentucky University are subject to the below terms and conditions:

Contact University Procurement prior to moving forward with the following purchases:

  • If purchase/project is expected to be $100,000 or more
  • If unsure about the cost of goods/services
  • If item is a multi-year purchase
  • When a department is unable to secure the required number of quotes

Purchasing Procedures:

Eastern Kentucky University abides by the Commonwealth of Kentucky’s Model Procurement Code (KRS 45A), University and federal directives, regulations, and policies related to the procurement of goods and services for the University.

Method of Awarding Contract (Per KRS 45A.075)-Contracts will be awarded using one of the following methods. Per KRS 45A.030 (26), the Department of University Procurement will make a determination in writing as to what procurement method will be used.

  • Competitive Sealed Bidding, pursuant to KRS 45A.080.
  • Competitive Negotiation, pursuant to KRS 45A.077, 45A.085, 45A.090, or 45A.180.
  • Noncompetitive Negotiation, pursuant to KRS 45A.095.
  • Small purchase procedures, pursuant to KRS 45A.100

IT-Related Items

All items of IT nature must be purchased by EKU Information Technology. Departments must complete the Computers/Software Request Form found within Jaggaer when requesting IT-related items. Currently, departments must use this form when requesting the following types of items:

  • Computers (any type)
  • Tablets (all types, Android, iPad, etc.)
  • Computer cabling (cords that connect to your computer of any type) Note: HDMI and Ethernet cables are available for purchase through the EKU Central Stores catalog.
  • Computer Mice
  • Computer Keyboards
  • Laptop Docking Stations and Dongles (any kind)
  • Storage (External/Internal Hard Drives, etc.) Note: Flash Drives/Jump Drives can be ordered without going through EKU IT.
  • Monitors
  • Anything network related (switches, routers, etc.)
  • Headsets/Headphones
  • Webcams
  • Phones
  • Document Cameras/Scanners
  • Requests for TVs, Projectors, Conference Equipment, and Digital Signage Displays
  • Printer Requests for Student Labs
  • Additional items or item types as deemed necessary
  • Software (of any type and dollar amount)

Once the form is submitted and approved by IT through Jaggaer, a member of EKU IT will create a requisition on your behalf using the account info you provided and alert you as to what your requisition number is for tracking within Jaggaer.

Should you have any questions regarding your form, its current status, or where your items are, you can contact a member of EKU IT directly at 859‐622‐3000 or amy.graham@eku.edu.

Purchasing Requirements for Goods

  • Purchases less than $5,000 – one (1) quote.
  • Purchases between $5,000 – $49,999.99 – two (2) quotes.
  • Purchases between $50,000 – $99,999.99 – three (3) quotes.
  • Quotations must be provided in writing from potential vendors.
  • Purchases totaling $100,000 or more will require a formal bid or RFP process. Bids will be used to select the lowest cost vendor and Requests for Proposals (RFPs) will be used when factors other than price are considered in selecting a vendor.

Purchasing Requirements for Services

  • Total Cost less than $10,000.00 – One (1) quote is required.
  • Quotations must be provided in writing from potential vendors
  • Services costing over $10,000.00 and which require a Personal Services Contract (PSC) will require a Request for Proposals (RFP) to be issued from University Procurement.
  • Contract requests which require a PSC will be due to Procurement on the 15th of the month, with no exceptions, in order to provide adequate time for review.
  • Please note that University Procurement will determine whether a PSC is a requirement.

Purchasing Requirements for Facilities Services

The following requirements apply to Facilities Services when Trade Services are utilized:

  • Total Cost less than $20,000.00 – One (1) quote is required from Trade Services Vendor.
  • Total cost between $20,000.00 – $100,000.00 – Three (3) quotes are required from Trade Services Vendor.
  • Quotations must be provided in writing from potential vendors
  • Total cost over $100,000.00 will require a formal bid or RFP process and will be determined by University Procurement

Contact University Procurement prior to moving forward with the following purchases

The following requirements apply to Facilities Services when University Trade Services Contracts are utilized:

  • If purchase/project is expected to be $100,000.00 or more
  • If unsure about the cost of goods/services
  • If item is a multi-year purchase
  • When a department is unable to secure the required number of quotes

Departments should send copies of quotes obtained to University Procurement. The Procurement Office will obtain additional quotes or process a bid/RFP if it is in the best interest of the University.

Additional Procurement Guidelines & Regulations

Guides & Resources

Contact Information

Department of University Procurement

Commonwealth Building
Room 1411

859-622-2246
Fax: 859-622-2170