As stated in the Board of Regents General Policy Statements Title 4, Chapter 10, Section 1 — Purchasing Policy: All purchases of supplies, equipment, services, and construction shall be handled administratively by the Purchasing and Contracts department. The executive director of Purchasing and Contracts has delegated small-dollar purchases (typically $5,000 and below) to authorized personnel within departments through the use of the PCard (the university’s purchasing card program). You are required to obtain a valid purchase order number before providing goods and services to the university (excluding PCard purchases and bona fide emergencies). We reserve the right to delay or withhold payment related to goods or services provided without a purchase order number.
Informal Competitive Quotes or Proposals
Informal quotes or proposals may be requested by a university department or a buyer when the dollar amount is less than the competitive thresholds required for a formal solicitation. Informal quotes or proposals are secured and documented typically via email. Informal quotes or proposals should be received by the date and time specified but will not be opened publicly.
Invitation for Bid (IFB)
An IFB is a type of formal solicitation conducted by the Purchasing and Contracts department for goods or services whose costs meet the competitive thresholds, or when a department wants to seek formal competition, regardless of cost. Bids are awarded to the low responsive and responsible Bidder, meaning cost is the primary factor for award.
Request for Information (RFI)
An RFI is a semi-formal solicitation process, conducted by Purchasing and Contracts, to obtain information about a prospective project or type of service. Information obtained during an RFI process may be used to assist with scope development on future Requests for Proposal or Invitation for Bids. RFIs are not used to obtain pricing information. Request for Qualifications (RFQ) An RFQ is issued by the Purchasing and Contracts department when the cost of a desired good or service meets the competitive threshold requirements, or when a department wants to seek competition, regardless of anticipated cost. . RFQs are awarded based on qualifications only; pricing is not an evaluated factor in this process. RFQs are most commonly used when seeking specialized design services, such as architects and engineers.
Request for Proposal (RFP)
RFPs are issued by the Purchasing and Contracts department when the cost of a desired good or service meets the competitive threshold requirements, or when a department wants to seek formal competition, regardless of cost. RFPs are awarded based on stated criteria, including but not limited to a supplier’s background and experience. Pricing is an evaluated factor, but it only accounts for a portion of the total awarded points.