Revised April 30, 2006
All formal requests for prices in the form of bids, quotations or proposals for all materials, services and equipment purchased, must be made by UM Procurement Services, or the Campus Procurement Service Center, unless otherwise delegated by Procurement Services, in writing.
Contracts resulting from a Request for Bid shall be awarded to the lowest responsible and responsive bidder whose bid conforms to the specifications and meets all other requirements and criteria set forth in the Request for Bid. A responsible bidder is one who has the capability in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance. A responsive bidder means a bidder who has submitted a bid, which conforms in all material respects to the Request for Bid.
An RFP is used when other factors are to be considered in addition to cost and specified mandatory requirements. For example, an RFP might be used for highly technical equipment, software, or for procurement that includes a major service component. The proposal that meets the specified mandatory requirements and is determined to provide the best value for the University will be accepted.
In writing specifications and awarding a contract for a bid or proposal, the University may also take into consideration other relevant factors, including but not limited to the skill, facilities, capacity, cost of and compatibility with existing systems and operations, when major changes of practice would be required, experience, ability, responsibility, previous work, the financial standing of the bidder; the quality, efficiency, and construction of the equipment proposed to be furnished; the period of time within which the equipment is to furnished and delivered; and the necessity of prompt delivery of the items herein described.
Standard Terms and Conditions
Standard Terms and Conditions, as applicable to specifications, bid requests, purchase orders and contracts, are approved by the Chief Procurement Officer, UM, and the General Counsel's Office. No changes, deletions, exceptions or additions to the Standard Terms and Conditions shall be made unless written approval has been secured from the Chief Procurement Officer, UM.
The University always reserves the right to waive informalities in bids and proposals and to reject any and all bids and proposals.
For purchases made through the Campus Procurement Service Center, all correspondence with suppliers must be through that department, except in special cases where the technical details involved make it advisable to delegate authority to others. In these cases, the Campus Procurement Service Center must receive copies of all such correspondence.
The Campus Procurement Service Center shall conduct all adjustment negotiations, except on delegated purchases or purchases transacted under department delegation of authority. However, the Campus Procurement Service Center will be available to assist an ordering department upon request.
Purchases for Employees
The Campus Procurement Service Center will not make any purchases for personal or private use by University personnel. Exceptions (such as microcomputers and related peripherals) will only be made under special contracts approved by the University General Counsel.
Splitting or Stringing Purchases
Splitting or stringing purchases is the practice of issuing multiple purchase orders, departmental orders, procurement card transactions, petty cash transactions or requisitions for purchasing like items or services, with the willful intent to circumvent the purchasing policy. Splitting or stringing of purchases is prohibited. Splitting or stringing of purchases will be dealt with as an impropriety and may result in withdrawal of delegated purchase authority. In addition, the person(s) responsible may be subject to disciplinary actions, and may personally obligate the person(s) making such purchases to pay for the items or services.
Gifts and Gratuities
All University personnel must decline gifts or gratuities which would be of individual or personal benefit and not to the University's benefit. No University employee may accept for individual or personal benefit any gift or gratuity from any current or potential supplier of goods or services to the University.