Bids and Proposals

The bid process is a way to ensure that the purchase of goods and/or services are conducted in an accountable and ethical manner and in accordance with good business practices. The Procurement Services Office is responsible for all bid processes for Alfred University.

Does my purchase require a bid? 

A bid is required for: 

  • Purchases of furniture totaling $25,000 or more 
  • SUNY funded construction projects of $20,000 or more 
  • Purchases of all other goods and services valued at $50,000 or more. 

How does the bid process work? 

The majority of bids will be managed through the BidNet Direct online platform. The only exception to this would be privately funded procurements that are completed on an invitation only basis.  

Bids for the purchase of goods and/or services utilizing SUNY funds must follow New York State Procurement Guidelines. 

Types of Bids/Proposals 

  • 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 supplier having the lowest price. 
  • Request for Proposal (RFP): When the University considers other factors in addition to cost to be of equal or greater importance, this is the proper process to follow. This is a more complex process that requires a comparative evaluation of the proposals to make a decision. 

SUNY Bid Requirements 

  • When the procurement is using SUNY Funding, the bid process has some extra requirements: 
    • Bids must be advertised in the New York State Contract Reporter for a minimum of 15 days. 
    • The resulting procurement is a public record and must be published in the New York State Contract Reporter. 

What to consider during when preparing for a bid process 

  • 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 a proposer’s solutions? 
  • Is it necessary to compare quality, technical, contractual, and/or price factors? 


The Procurement Team is always here to help. They have extensive experience with this process. Please do not hesitate to reach out.