Vendor Selection and Price Justification Checklist
Instructions: This checklist is used to document selection of vendor and the reasonableness of price when making
purchases of goods and services from $2,500 and above. Purchases over $50,000 but less than $125,000
require three (3) informal quotes.
This completed checklist should be attached to the approved purchase requisition and sent to the Purchasing
Department at purchasing@plattsburgh.edu
or attached to the procurement card certification.
Exemptions from completing this checklist:
• Purchases from New York State Preferred Sources:
Corcraft (NYS Department of Correctional Services)
NYSPSP (NYS Preferred Source Program for People Who Are Blind)
NYSID (New York State Industries for the Disabled, Inc.)
• Purchases from New York State Office of General Services (OGS) contracts where the instructions for
the OGS contract use were followed (for example, request for quote, mini-bid, etc.)
• Purchases from University-wide Contracts
• Vendor pricing determined from a bid (Formal Sealed Bid)
Purchase Information:
Vendor Name: ______________________________ Purchase Req. #: ________________________
Description of Merchandise/Equipment/Services Requested:
________________________________________________________________________________________
Method of Purchase (Select One)
Purchase Order P-Card
Demonstration of Reasonableness of Price
Method of Establishing Reasonableness of Price
(Check method applicable to this Purchase
Requirements for Requesting/Requisitioning Department
Comparison of quoted price with other quoted prices.
The requesting department must attach price quotes (at least 3
separate quotes)
The requesting department must identify the previous purchase
by specific purchase order number. PO#
The requesting department must attach a photocopy of the
actual publication pages and identify the specific publication by
name and date; the items/services must be marked.
The requesting department must identify the previous purchase
by specific purchase order number. PO#
Comparison of the quoted price with cost to other
governmental entities.
The requesting department must identify the other governmental
entities (at least 3 separate agencies); description of goods or
services received; the purchase orders or contract numbers.
Copies of the other agency documents must be included.
Other
The requesting department must provide documentation and
demonstrate reasonableness of price.
Selection of Vendor:
Where the lowest cost was not selected, you must provide a written explanation to justify the selection of the
vendor.
Please use the following space for explanation of other determination of reasonableness of price and/or for the
selection of vendor that was not the lowest price:
______________________________________________________________________
______________________________________________________________________
Prepared and Completed by:
Print
ed Name: ______________________________ Date: ________________________
Comparison of quoted price with price for the
same/similar services within the last six months.
Comparison of quoted price with prices in
various industry publications.
Review of the type of work that was previously
accepted by the campus at a similar price.
10/2019
