Informal Bid/Quote Solicitation Procedure

Regardless of the threshold or procurement method, all bid solicitation documents should have enough details to allow potential offeror/bidder to submit an adequate response and to avoid unnecessary change orders and risk of exceeding your budget.

For bids solicitation or quotes request under the micro-purchasing threshold where only one quote is required, request may be made my calling or emailing the offeror. Documentation of the solicitation should include by not limited to the elements below if additional elements are identified and deemed necessary:

Document call details to include:

Offeror name
Agent spoke to name and contact information to include email address if possible
Quantity, hourly rate/unit price and or price agreed to
Delivery date…
If possible, email the offeror right after the call to document the discussion and use this email in place of quote when submitting requisition in EAS

Email bids solicitation or quotes request should include:

Supplier name and representative
General description of the goods or services being procured
Estimated quantities of goods or services
Hourly rate/unit price and total price
Delivery date…
This email in place of quote when submitting requisition in EAS

Quote (s) from offeror(s) should:

Be on company letterhead if possible
Contain company contact information – name, address, point of contact and phone number…
Have general description of the goods or services being procured
Have estimated quantities of goods or services
Have hourly rate/unit price and total price
Delivery date and or any other specifications

For bids solicitation or quotes request exceeding the micro-purchasing threshold where competition and written quotes are required but not a formal RFP/Bid response, request may be made by email, snapshot of pricing from potential vendors’ website or official quotes submitted by the vendors on their letterhead. Documentation of the solicitation should include by not limited to the elements below if additional beneficial elements are identified and necessary:

Requirements/Solicitation Document

Requirements document or scope of work with enough in scope/detail to allow offerors to identify the general nature of the goods or services to be procured,
How the goods and/or services will be used
Eligibility requirements of offerors
Offeror's years of experience,
Offeror's past performance
Facilities, reputation, financial resources, and other factors necessary to fulfill the terms of the contract successfully.
Estimated quantities of goods or services
Inclusion of the university’s standard terms and conditions. Contact Procurement Department for RFP/RFQ template if needed
Performance period or duration of the contract if applicable
Deliverables details or terms
Delivery terms such as time or days of delivery, unloading and shelving services, distribution of materials, location(s) of delivery, etc.
Place of performance or delivery
Delivery date
Inspection and acceptance…

Procedural issues to be considered

How and who to contact at the school/department for questions and clarification
Clarification procedures that the school/department will use to explain the solicitation and respond to questions,
The date and time by which the bid or proposal is due (same proposal due date should be granted to all bidders),
Allowable methods for offerors to submit a response (i.e., by mail, hand delivery, or electronic mail…)
Pre-bid meeting and conference information, including a notice when attendance is mandatory, if applicable
Required forms and certifications that must be completed and submitted with the bid or proposal (i.e. Bond and permit…)
An explanation of how the school will proceed if a contract cannot be executed with the apparent successful offeror,
Cancellation, withdrawal, and reissuance procedures that the school/department will use when the solicitation is withdrawn for cause or convenience
Details of what method and criteria will be used for evaluating responses and may include factors and weighting information.