A. Guidelines
Informal bidding is used to procure goods or services when the expected value equals or exceeds $15,000 but is less than or equal to $50,000. The following guidelines apply to informal bids:
- The bidding opportunity is not required to be publically posted
- Suppliers may submit their bids to departments via mail, email or fax
- Departments must forward bids to the Office of Contracts and Procurement and create a requisition in the PeopleSoft system
- Departments must obtain a minimum of three (3) written bids
- Departments are strongly encouraged to include at least two (2) bids from certified HUB suppliers;
- Office of Contracts and Procurement staff may solicit additional bids if it determines that there are additional suppliers capable of providing the goods or services
B. Procedure
- The department solicits bids from suppliers for the required good or service
- The department prepares a requisition in the PeopleSoft system
- Office of Contracts and Procurement staff reviews the requisition; if additional bids are required Office of Contracts and Procurement staff will notify the department
- Selection of the winning bid is generally based upon lowest price unless circumstances require consideration of other criteria
- The Office of Contracts and Procurement buyer issues a purchase order to the supplier
- In some cases, it may be more appropriate to enter into a contract
- Office of Contracts and Procurement staff will initiate the contracting process
- Purchase of software often require a EULA (End User License Agreement) that are handled as contracts
- In some cases, it may be more appropriate to enter into a contract
