TITLE: REQUEST FOR QUOTATION
(RFQ) AND REQUEST FOR PROPOSAL
(RFP)
Effective Date: 10/95
Reviewed: 09/13
I.
Supersedes No: 3/94
POLICY NO: P-290
SUBMITTED BY: C. CONNER
APPROVED BY: C. SHARP
Page No 1 of 3
Purpose
The purpose of this policy is to provide policy concerning the solicitation of
competitive quotations and proposals.
II.
Scope
This policy applies to purchases of materials and/or services with an estimated
total cost of $10,000 or greater and not covered by a contract agreement. Groups
of items, although individually of lower value, should be combined for
competitive bidding purposes.
III.
General
Procurement Professionals are responsible for obtaining quotations or proposals
for materials and/or services that are expected to equal $10,000 or greater. A
price check will be made on expenditures of less than $10,000 when buying
unfamiliar materials.
A. Types of Quotations
1. Verbal: Verbal quotations may be obtained for purchases of standard
or non-complex material or equipment with an estimated total cost of
less than $10,000.
2. Written: Written Requests For Quotation (RFQ), and Requests For
Proposal (RFP) will be sent to vendors under the following
conditions:
a. Capital equipment purchases with total cost of $10,000 or
greater.
b. Non-standard conditions, requirements, instructions, etc.
c. Any occasion where more permanent documentation is
advisable. Written quotations should be typed, using whenever
possible, the Request for Quotation form. Complete
information should be provided including, but not limited to,
quantity, description, delivery requirements, special conditions,
drawings, specifications, date information required, etc. If
replies are to conform to a certain format, this should be
spelled out. Procurement Professionals must be thorough and
attempt to remove all known variables.
TITLE: REQUEST FOR QUOTATION
(RFQ) AND REQUEST FOR PROPOSAL
(RFP)
Effective Date: 10/95
Reviewed: 09/13
Supersedes No: 3/94
POLICY NO: P-290
SUBMITTED BY: C. CONNER
APPROVED BY: C. SHARP
Page No 2 of 3
B. The Procurement Professional, when purchasing materials and/or services
requiring written requests for quotation, should solicit prices from three or
more vendors. A minimum of two suppliers is acceptable for verbal requests,
providing the Procurement Professional is familiar with the market and prices
of the material in question. In the case of proprietary items, more than one
price is often not possible and should be so noted on the requisition.
C. Quotations will be solicited only from vendors whom the Procurement
Professional knows are qualified or can be qualified to meet all requirements.
Maintenance of a vendor list is advisable, but not mandatory. Explanation of
the financial condition of a company, its ability to perform, and the facilities
should be a part of the criteria for an acceptable vendor.
D. Answers to technical questions arising during the quotation period should be
provided by the Requisitioner. The Procurement Professional should
coordinate, reply and ensure all potential suppliers are provided the same
information.
E. After all quotations have been received and examined for completeness, a
summary sheet is to be prepared noting all the pertinent data and
discrepancies. Determination of the low bidder and award of the order will be
made by the Procurement Professional in coordination with the requisitioner.
F. In order to ensure that vendors contacted have responded to a request for
quotation, the Procurement Professional will identify on the summary sheet all
vendors solicited and responses.
G. It is a good practice to notify unsuccessful vendors that the quotations have
been closed and a contract awarded. Procurement support staff shall FAX to
unsuccessful vendors a form letter advising disposition of the RFQ or RFP.
H. University policies relating to conflicts of interest and/or purchases from staff
members should be followed if quotations are to be solicited from University
employees or members of their immediate families.
TITLE: REQUEST FOR QUOTATION
(RFQ) AND REQUEST FOR PROPOSAL
(RFP)
Effective Date: 10/95
Reviewed: 09/13
I.
Supersedes No: 3/94
POLICY NO: P-290
SUBMITTED BY: C. CONNER
APPROVED BY: C. SHARP
Page No 3 of 3
When circumstances warrant the solicitation of quotation inappropriate, the
requesting department shall note on the requisition the justification for sole
source procurement. For contemplated purchases $10,000 or greater, the
requesting department shall prepare the Request for Waiver of Competitive
Bidding and if properly documented, shall be approved by the Procurement
Professional.
Any problems of interpretation should be referred to the Director of Procurement
Services.
See P-291 for Sole Source Purchases
See P-292 for Price Analysis
See P-293 for Lease vs. Purchase