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Guide for Doing Business with the Arizona - page 3 / 9





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designed to provide up-to-date information regarding bid opportunities and activities with State agencies and is used for competitive solicitations on commodities and services. ProcureAZ can provide you bidding opportunities 24 hours a day, 7 days a week.

Access to ProcureAZ can be obtained via the following web page:



The Department purchases goods and services from businesses through verbal and written quotations, Invitations for Bids, and Requests for Proposals. The actual procurement process used will be based on the amount of the purchase. Additionally, the Department is mandated by Arizona state law to adhere to the Arizona Procurement Code for all its purchasing activities.

Pursuant to guidelines set forth by the Arizona Procurement Code, informal procedures may be used to purchase goods and services estimated to cost $50,000 or less. For procurements less than $50,000, the Department will utilize small businesses, when practical and possible, in accordance with the Governor’s Executive Order.

Following are general procurement requirements for purchasing goods and services:

A. Purchases less than $5,000 -- Buyers will use their best judgment to select the most appropriate product and source. Although not required, buyers may request price quotations from potential vendors when they feel it is in the best interest of the State.

B. Purchases greater than $5,000 but less than $50,000 -- The buyers will release a request for quotation (RFQ) which is posted on DEMA’s or the Arizona State Procurement Office website at: http://www.azdema.gov/sa/pc/solicitations.html or http://spo.az.gov/Notices/default.asp under ‘Agency Solicitations’. The solicitation will be posted (or “open”) for a reasonable amount of time determined by the buyer or set by procurement rule. Alternatively, the RFQ must be distributed by the buyer to at least three small businesses of which at least one small minority-owned or small woman-owned business must be included. All potential bidders are responsible for downloading solicitation document(s) via the SPO website and responding to the Department within the stated time frames. The RFQ will remain “open” on the websites for a reasonable amount of time based on the needs of the Department and/or required by the Arizona Procurement Code.

C. Purchases over $50,000 (Formal Procurements) -- This procurement process will utilize an Invitation for Bids (IFB) or Request for Proposal (RFP) to purchase the goods and services. When either of these procedures is used, all registered vendors on the State of Arizona’s Automated E-Procurement System (ProcureAZ) who have indicated they can provide this commodity or service will be notified by mail of the solicitation.  The ProcureAZ system may also notify you via email whether an agency is posting their IFBs or RFPs on ProcureAZ using an electronic (paperless) bidding process.

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