Bids and Proposals
Bid requirements ensure that expenses for goods and/or services are conducted in an accountable and ethical manner according to principles of sound business practices. Bid requirements provide guidelines for the type and level of solicitation required for the acquisition of goods and/or services for the University. All bids, where required, must be initiated and processed by OPS.
Does my purchase require a bid?
- If your purchase is less than $50,000, the department can obtain a quote without procurement intervention*
- If your purchase is more than $50,000 OPS obtains the bids. Departments are to contact OPS to discuss their needs; departments are not to contact suppliers directly at this dollar level.
For more information on the bid process please contact OPS.
*OPS reserves the right to get other bids (as they see fit) when the requisition is received.
Types of Bids/Proposal
Invitation for Bid (IFB)
An IFB applies to purchases that can be translated into exact specifications where the university intends to award a contract to the responsible and responsive supplier having the lowest price. IFBs may either be competitive bids or competitively sealed bids.
IFB General Information
- Open at
specifiedtime and date, publicly read bidder's name, price, items offered, F.O.B points, delivery, etc.
- No discussion with bidders allowed during the bid process
- Evaluate against specifications
- Entire procurement public record
Request for Proposal (RFP)
RFP General Information
- Close at specified time and date; read only the names of offers submitting proposals
- Discussion with bidders permitted with restrictions specified prior to the submittals
- Evaluate against evaluation criteria and against competing proposals
- Awarded contract public record
What to consider
- Are there complex specifications, standards, or installation requirements?
- Is the product, service or software very sophisticated?
- What is the life cycle cost of the product?
- Are there any critical performance requirements?
- Are there any trade-ins or upgrades planned?
- Is it desirable or necessary to discuss offers prior to an award?
- Do you have a specific solution to your needs or are you open to proposer's solutions?
- Is it necessary to compare quality, technical, contractual and/or price factors?
Bid Submission and Evaluation
Once a decision has been made as to the type of bid, either IFB or
Contact OPS for specific details pertaining to the bid process.