Procurement Methods

Procurement Methods
Requests for Quotations (RFQ's)
Requests for quotations are used for purchases valued below $30,000, unless the complexity of the terms and conditions requires the added controls of the formal bid process. The quotation is awarded to the lowest responsive and responsible vendor.

Formal Competitive Sealed Bids
Formal competitive sealed bids are used for purchases valued at $30,000 or higher. The invitation for bid (IFB) is a formal procurement method utilizing detailed specifications, advertising and a public bid opening at a prescribed time and date. Bid openings are held in the Procurement and Contracting Department, unless otherwise stated. Contracts resulting from the bid process may be for a 1-time purchase or a term contract. All vendors registered within the commodity will be emailed a notice of an invitation for bid.

Requests for Proposal (RFP's)
Requests for proposal are used when it is not possible to identify exact specifications and/or if the issue of "how to achieve the desired result" is best left up to the vendor to propose. The RFP may also be used when factors other than price must be considered in selecting a vendor. Awards are based on the evaluation of a selection committee, which rates each proposal against the published selection criteria.