Competitive Bidding and Requests for Proposal (RFPs)

 

Competive Bidding Guidelines

It is in the best interest of the University to secure competitive bids on goods and services whenever possible. Competitive bidding should be conducted in a fair and open environment for qualified suppliers to secure the best value possible for the University. The University will generally receive greater discounts and better service through the competitive bidding process. The bidding and sole source/selected source guidelines are as follows. To practice responsible financial/fiscal stewardship, these guidelines are strongly encouraged:

 

Purchase Value Guidelines
Up to $25,000.00
  • No supplier quotations required
  • Purchasers should use good judgment and refer to existing supplier contracts and/or Group Purchasing Organization agreements (if applicable), Purchasing can assist with this process
  • If quotes are obtained, copies of all quotes should be included with the purchase requisition when submitted to purchasing
$25,001 to $75,000
  • Two informal written quotations are suggested
  • Informal quotations via email are accetable
  • Department may solicity quotes or contact Purchasing Office for assistance
  • Copies of all quotes should be included with the purchase requisition when submitted to purchasing
$75,001 to $100,000
  • Three signed written quotations on supplier letterhead are encouraged
  • Department may solicity written quotes or contact Purchasing Office for assistance
  • Copies of all quotes should be included with the purchase requisition when submitted to purchasing
$100,001 to $1,000,000
  • Formal bids highly encouraged (Invitation For Bid (IFB) or Request For Quote (RFQ)).
  • Detailed written scope/specifications should be prepared by the requisitioning department and submitted to purchasing for inclusion in the bid package. Department may also submit any recommended bidders
  • Purchasing will prepare and submit appropriate bid package to potential bidders, receive bid responses and assist department in analyzing bid responses
  • Copies of all quotes/bids should be attached to purchase requisition when submitted to purchasing
Greater Than $1,000,000
       REQUIRED
  • Formal bids are required (Invitation for Bid (IFB) or Request for Quote (RFQ).
  • Detailed written scope/ specifications should be prepared by the requisitioning department and submitted to purchasing fo rinclusion in the bid package. Department may also submit any recommended bidder.
  • Purchasing will prepare and submit appropriate bid package to potential bidders, receiving bid responses, and assist department in analyzing bid responses.
  • Copies of all quoes/ bids should be attached to purchase requsition when submitted to purchasing.

The inclusion of certified Small Business, Womenm Minority, LGPT, and/or Veteran Owned vendors who can fulfill the requirements in the solicitation of quotes are strongly encouraged.

If bid exceeds $25,000.00, please complete a Competive Bid/ Sole Source/ Selected Source Justification Form.