Formal Bids

Follow the process below for purchases equal to or exceeding $100,000.

Types of Bids

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 Information (RFI)

RFI is a quick and efficient way to gather essential details about a supplier and the offerings for a specific good or service. Unlike a Request for Proposal or Request for Quote, RFI focuses on general supplier information without pricing or creating a contractual obligation. It's an ideal first step to streamline and evaluate potential suppliers.

Identify

Requester identifies a need for more information about a good or service.

Define

Requester determines what information is needed, which may include:
- Good or service the supplier offers
- Answers to questions about specific needs
- Experience working on a similar project
- Timelines for providing a good or service

Issue

Buyer issues RFI to suppliers.
Buyer answers questions and issues responses.

Evaluate

Buyer ensures the submitted RFIs are complete.
Buyer distributes the RFI details to the committee for review and decide on the next step:
- Written proposal
- Demo
- Presentation
- Use information to create RFP and aid in identifying the suppliers to invite to the RFP

Anchor Destination

Request for Quotation (RFQ)

A requester connects with a buyer via the Procurement Assistance Request Form or submits an RFP/RFQ Request Form.

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, part number, 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 requester identify at least three suppliers with a good reputation and relevant experience, 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.

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)

A requester connects with a buyer via the Procurement Assistance Request Form or submits an RFP/RFQ Request Form.

Identify

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

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 to evaluate and weigh criteria.

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 supplier questions and publish Q&A document in the online sourcing tool for all suppliers to view.

*Keep supplier names and proposals confidential.

Evaluate

Buyer ensures submitted proposals are complete and shares responses with committee members.
Committee members individually review and score RFPs before meeting as a team to determine a consensus score.
Identify finalists by the consensus score.

Demo

Committee members draft the agenda, and the buyer facilitates the demo process with suppliers.

Score

Committee members individually review and score RFPs before the buyer facilitates a consensus review meeting.

Negotiate

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

Recommend

Select finalist based on best value and consensus score.
If applicable,
- suppliers complete third-party risk assessment through the Office of Information Security
- accessibility review
- check references

Award

Buyer notifies qualified suppliers by email of the award.
Central Procurement issues a purchase order after the protest period of five days.

*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.