Informal Bids

Follow the process below for purchases from $25,000 to $99,999.

Anchor Destination

Process

A requester completes the steps below.

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.

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.

Optional Tools

Request

Confidentially invite suppliers* via email to bid by the deadline.
Respond to a supplier's question in a timely manner.

*Keep supplier names and quotes confidential.

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.

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.

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.