Formal Bids

Follow the process below for purchases equal to or exceeding $25,000.

Types of Bids

Request for Information (RFI)

Explore general marketplace options without pricing.

Efficient method for cost savings when the exact product or service is clearly defined. Pricing is typically the most important evaluation factor.

Request for Proposal (RFP)

Evaluate the best solution and value based on price and non-price factors.

Anchor Destination

Request for Quotation (RFQ)

A requester connects with a buyer or submits and RFP/RFQ Request Form (coming soon) to begin the process below.

Define

Requester writes the good or service specifications for the buyer to share with potential suppliers.
Include diagrams, maps, pictures, or other pertinent documentation.

Goods

Include the specific functionality needed and desired delivery date with the FOB destination price (or freight costs), quantity, and payment terms.

Services

Include the desired start and completion dates, specific materials needed to complete the project, including site visit and/or pre-bid information, whether this is a mandatory meeting/call, and prevailing wage number, if applicable.

Identify

Buyer and evaluation team identify at least three suppliers, including one diverse supplier, to contact for bids.

Issue

Buyer confidentially invites suppliers to bid by the deadline.
Buyer and requester answer bidder questions and publish a Q&A document in the online sourcing tool for all bidders to view.

Score

Buyer ensures all bids are complete.
Evaluation team chooses the bid that meets the specifications and is the best value* to the University.

Best and Final Offer

If further negotiations are required or specifications were unclear, reinvite all suppliers.

Award

A supplier is notified of the award after Central Procurement issues a purchase order.

*The University reserves the right to award at its discretion to one or more suppliers showing the best value and total cost (sticker price vs. shipping, maintenance, warranty, set up, disposition, and replacement) of ownership.

Anchor Destination

Request for Proposal (RFP)

For formal bids, a requester connects with a buyer to evaluate the best solution or submits a form.

Identify

Requester identifies the need for a good or service.
- Requester supports sustainability by purchasing university re-sale equipment.
- Requester confirms the good or service isn't an available contract or supplier.
Requester selects a minimum of three subject matter experts to evaluate the proposals.
Requester connects with a buyer or submits an RFP/RFQ Request Form (coming soon).

Define

Buyer and requester write the scope with specifications (DOCX) and set the timeline for milestones.
Buyer and requester create a list of suppliers, including one diverse supplier, to solicit bids.
Buyer and requester develop a scorecard (XLSX).

Issue

Buyer issues the RFP to suppliers* via an online sourcing tool.
Buyer and requester may conduct a pre-bid conference call.
Buyer and requester answer bidder questions and publish Q&A document in the online sourcing tool for all bidders to view.

*Keep supplier names and proposals confidential.

Evaluate

Buyer ensures submitted RFPs are complete*.
Committee members score RFPs.
Buyer calculates the average score.
Buyer identifies finalists by the highest average scores.

*Update and resend the RFP to all suppliers if specifications were unclear.

Demo

Buyer and requester draft and provide agendas to the selected bidders for presentations or demos.

Score

Committee members score demos.
Buyer calculates the highest score.

Negotiate

If applicable, ask suppliers to submit the best and final offer.

Recommend

Select finalist.
If applicable,
- suppliers complete third-party risk assessment through the Office of Information Security
- accessibility review
- check references

Award

After a purchase order is issued, the supplier receives notification of the award.

*The University reserves the right to award at its discretion to one or more suppliers showing the best value and total cost (sticker price vs. shipping, maintenance, warranty, set up, disposition, and replacement) of ownership.