PROCEDURE SOURCE: Purchasing & Material Management PROCEDURE NO: 100 PAGE NO.: 1 OF 2 SUPERCEDES: 0 TITLE: Bids, Quotations and Proposals – Evaluation SUBMITTED BY: Thomas K. Dove REVISED DATE: October 07, 2011 APPROVED BY: Claire P. Wurmfeld I. PURPOSE To provide basic guidance for evaluating suppliers’ bids, quotes or proposals. II. SCOPE This procedure applies to all University Departments/Colleges. III. A. PROCEDURE Two or more quotes are required during the Bid process. B. Evaluating the Bids Once bids are received, they must be evaluated by the requesting department in conjunction with the Purchasing Office to determine which supplier will be given the order. If the products offered by each of the bidding suppliers were of equal quality, if each supplier promised the same delivery date, and if there were no other considerations, the order would go to the low bidder. However, all these factors are seldom equal and many orders are, therefore placed with other than the low bidder for good reasons. No set formula can be devised that can be applied to all products, for all orders. The quality and service requirements will vary for different orders as well. For these reasons the act of selecting the bid that best suits the needs of the university is one that requires judgment, and experience, and communication with the requesting department. C. Weighing the importance of Quality, Value and Service In many cases the relative importance of quality, value and service have already been established and documented. The available information should be reviewed to establish that it is still current and relevant to the procurement at hand. If the information is current and relevant, use it as a basis for award. If the information is not current but is relevant, then update the information and use it as a basis for award.