Bidding or a request for quotation
The bidding process is implemented, whenever appropriate or necessary, by the buyers in Purchasing Services. The bid process is used in order to obtain the greatest benefit to the University when acquiring goods or services of any type. When preparing your requisition form consult with the applicable buyer, for the commodity needed, to help determine whether bidding is appropriate for a particular transaction. Frequently the dollar amount indicated on the requisition is the deciding factor on whether or not the bidding process will be implemented.
Bidding dollar amount guidelines
When bidding is required, it will be conducted at the discretion of Purchasing Services using a written, faxed, or telephone bid.
$1.00 to $5,000: EZ-Buy or the Visa Purchasing Card can be used for these transactions, whenever possible or appropriate.
$5,001 to $50,000: Bidding may be conducted by a written, faxed or a telephone bid.
$50,000 or greater: Bidding must be conducted by a written bid and be legally advertised in one or all of the following:
A- A newspaper of general circulation
B- A newspaper of local circulation, in the area pertinent to the procurement
C- University Purchasing website or applicable government publications designed for giving public notice.
If it is determined that bidding is the best method of procuring the needed items, when completing your requisition, specify exactly what is required to meet your needs and prioritize any selection criteria that you would like included in the bid.
Bidding Time :
Bidding time is the period of time between the date the Request for Quotation is issued and the date set for the bid opening. A minimum of 10 calendar days is the usual bidding time, which provides a reasonable time frame for the Bidder to prepare and return the bid. If necessary, the Director of Purchasing Services is authorized to shorten the bidding response time. Please advise the Buyer/purchasing agent of any time constraints for your particular purchase.
Unless otherwise indicated, due to time constraints all bidding correspondence will be conducted by first class mail or e-mail.
The Bid or "Request for Quotation" package includes:
A bid or Request for Quotation form which lists the bid number, response due date and time, submission instructions and requirements and any other special information.
A description of the goods or services being bid, with detailed specifications.
The bidding contract terms and conditions, including warranty and bonding or any other security requirements as applicable.
Evaluation criteria, as determined jointly by the requesting department and the purchasing agent/buyer.
REMEMBER, REGARDLESS OF WHETHER BIDDING IS REQUIRED, AN AUTHORIZED UNIVERSITY PURCHASE ORDER MUST BE ISSUED, BY PURCHASING SERVICES, PRIOR TO MAKING ANY COMMITMENT OR PURCHASE FOR THE UNIVERSITY