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The policies on this webpage have been streamlined and reformatted, and are now available on the University Policies webpage. We ask that you use this new resource, as future changes, additions to or eliminations of these policies will only be made to the University Policies webpage, and policy manuals you may have used in the past will no longer be updated. 

BPM-303 Bids and Proposals

Revised October 20, 2010

All formal requests for prices in the form of bids, quotations or proposals for all materials, services and equipment purchased, must be made by Procurement unless otherwise delegated in writing by the Chief Procurement Officer.


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.


A Request for Proposals (RFP) is used when multiple factors are to be considered in making a decision based on best value. For example, an RFP might be used for highly technical equipment, software, or for procurement that includes a major service component. The proposal that is determined to provide the best value for the University will be accepted.

Criteria for award must be set in advance of the closing date for receipt of proposals. It should include all factors necessary to determine best value and be weighted according to the relative importance of each factor. University Procurement must approve the allocation of weights for each decision criteria.

Price must always be used in determining best value when using an RFP process. An exception to this policy can only be granted by the Chief Procurement Officer. Other criteria established beyond price may include such things as desirable functionality, maintenance, service, support, suitability for purpose intended, vendor capability, 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, the necessity of prompt delivery of the items herein described, etc.


Standard Terms and Conditions, as applicable to specifications, bid requests, purchase orders and contracts, are approved by the Chief Procurement Officer and approved as to form by 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.


The University always reserves the right to waive informalities in bids and proposals and to reject any and all bids and proposals.


Procurement shall conduct all negotiations, except on delegated purchases or purchases transacted under department delegation of authority. However, Procurement will be available to assist an ordering department upon request.