06 - 006 Competitive Bid Process Overview

 

Input/Processes RFI RFP RFB
When to Use When you don't know exactly what you want or you don't know what is available in the market place When you have a general idea with some specifications and/or it's a large, complex project with potential for multiple solutions When you know precisely what you need and have precise requirements and specifications
Departmental Input

User or committee contact
-Rough sketch or outline of presumed need or desired information

User or committee contact
-General scope of work, approximations of need, timelines, performance wishes to meet specific goal
User or committee contact
-Model numbers, color, finishes, technical data, timelines and delivery necessities, performance requirements, quantities or service required
Purchasing Input Modified contractual & document language
-Protect the Institution with fair and ethical process
Contractual & document language
-Protect the Institution with fair and ethical process
-Draft RFP language to department
-Clarification to responses
-Assure all terms & conditions known including freight, delivery, etc. 
Contractual & document language
-Protect the Institution with fair and ethical process
-Clarification to responses
-Assure all terms & conditions known including freight, delivery, etc.
 
Purchasing & Departmental Input Suggested vendor list
-Language of document
-Express limited terms for dealing with the University 
Suggested vendor list
-Language of document
-Terms and legal conditions for dealing with the University
Suggested vendor list
-Language of document
-Terms and legal conditions for dealing with the University
Vendor Input Catalogs, specification sheets, product information, service outlines, conceptual data, suggestions, etc. Suggested solution(s) to our request
-Price, terms, conditions, delivery, performance, contract language
Price, terms, conditions, delivery, performance, contract language
Purchasing Processes Solicitation process, documentation of audit trail, vendor contact or meetings, elimination of some participants Solicitation process, documentation of audit trail, vendor contact or meetings Solicitation process, documentation of audit trail, vendor contact or meetings
Decision-Making Process Terminate the process or proceed to RFB or RFP solicitation Further negotiation
-Acceptance of most advantageous offer
-Contract appropriate for the University
-Issue purchase order and/or sign contract
-Cancel process
Further negotiation
-Acceptance of most advantageous offer
-Contract appropriate for the University
-Issue purchase order and/or sign contract
-Cancel process
Issue PO and/or Sign Contract No Yes/No Yes/No
Post Contract Award None Monitor performance and adherence to contract. Immediate notice to Purchasing if failure to perform. Monitor performance and adherence to contract. Immediate notice to Purchasing if failure to perform.

 

This page last updated Monday, June 22, 2015. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.