Informal Bids
A requester follows the steps below for purchases from $25,000 to $99,999.
Step 1: Define
- Requester writes the good or service specifications to share with potential suppliers.
- Supports sustainability by purchasing university re-sale equipment.
- Confirms the good or service isn't available before submitting a new request.
- 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.
Step 2: Identify
- Find at least three suppliers, including one diverse supplier, who can provide the good or service or connect with a buyer for help identifying suppliers.
Step 3: Request
- Confidentially invite suppliers via email to bid by the deadline. Keep supplier names and quotes confidential.
- Respond to a supplier's question in a timely manner.
Step 4: Review
- Ensure bids are complete and meet the specifications. Seek clarification from suppliers if necessary.
- Choose the bid that meets the specifications and is the best value to the University.
Step 5: Documents
- Attach the supporting documents to a shopping cart to request Central Procurement approval.
- Documents may be used in legal proceedings.
Examples of Supporting Documentation
- Scope of Work
- Unsigned contract
- Software Request Form
- Strategic Communications approval of Penn State logos, signatures, or marks
- Fleet Operations Vehicle Exemption Form
- Consulting Justification Form
- Construction and Renovation Public Works Employment Verification Form (E-Verify)(PDF)
- Capital asset* (computer/lab equipment, machinery, etc.) greater than or equal to $5,000 with a one-year or greater useful life.
- Federally Funded Property Pre-Acquisition Screening Certificate
- SIMBA Asset Transfer & Retirement Form
*Connect with a buyer via the Procurement Assistance Request Form.
Step 6: Award
- After a purchase order is issued, the supplier is notified 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.