10.11 Request for Proposal (RFP) Procedures Issued: May 1, 1999
The University uses RFP’s to solicit proposals from vendors for the procurement of
goods and services when competitive bidding is not required.
The purpose of an RFP is to solicit proposals with specific data which will allow the
University to select the best proposal for the University. The best proposal is not
necessarily the one with the lowest cost or highest income to the University.
Other factors such as qualifications of the company, quality of service provided
and financial stability of the company contribute to the selection
of the best proposal.
3. Selection Committee
Given the consideration of qualitative variables, it is in the best
interest to appoint a selection committee. Such a committee should be
comprised of representatives from the appropriate constituencies within
the University community. The unit ultimately responsible for administering
the contract will be responsible for appointing the selection committee.
4. Bid Bonds
The requesting department may require bid bonds for more significant programs/
services to ensure that only serious vendors submit proposals. If required, the
amount and the requirement will be communicated in the RFP.
5.1 The requesting department will draft the RFP and route it through the Office
of the Vice President for Finance and Administration and the Purchasing
Office for review prior to issuance. All required adjustments will be made
as requested by these respective offices.
5.2 The requesting department will appoint a selection committee comprised of
representatives from the impacted constituencies on campus. Proper
consideration will be given to any pertinent statutory requirements, such
as those that require student representation.
5.3 The requesting department will identify appropriate selection criteria
which considers the key issues of concern. Examples of such issues
a. Years company has been in business
b. Experience of company in area of desired services
c. Financial strength of company
d. Proposed charge/income to the University
e. Quality of similar programs/services provided elsewhere
f. Compliance with specifications in RFP
5.4 The requesting department will develop a calendar of events in coordination
with the Purchasing Office. The calendar should include the following:
a. Issue date
b. Vendor tour and question and answer session date
c. Response date and time
d. Date and time of opening of responses
5.5 The RFP should contain the name, address and telephone number of the
contact person for the University. Normally this will be the Purchasing
5.6 The RFP will be issued through the Purchasing Office and all responses will be
received by the Purchasing Office.
5.7 The proposals received in response to the RFP by the established deadline
will be opened by the Purchasing Office staff on the established date and time.
The RFP opening will be open to the public. The purpose of the opening is to
publicly acknowledge the vendors who submitted responses and to verify that
the basic response documents are present and signed.
5.8 The responses received will be documented by the Purchasing Office staff
on a Bid Tabulation sheet. All attendees of the RFP opening will sign an
5.9 Requisite copies of all responses will be forwarded to the selection
committee for review and recommendation. The committee will evaluate
each response based upon the established criteria and document their
results. Based upon this evaluation the selection committee will recommend
the best proposal to the Vice President for Finance and Administration
and the Purchasing Agent for approval. Upon approval, the Purchasing
Office will notify the selected vendor of the University’s selection and
desire to commence contract negotiations. The Purchasing Office will
notify the other respondents of the selections.
5.10 If the University determines that none of the responses are acceptable, all
respondents will be notified of this decision and the requesting department
will consider whether to revise and/or reissue the RFP.
5.11 Contract reviews and approvals are subject to the University contract
approval procedures (see Section 2.02).
5.12 State statutes require performance bonds for certain types of contracts.
Additionally, prudent management dictates performance bonds for significant
programs and services. The Purchasing Office and the Office of Finance and
Administration will jointly be responsible for ensuring the performance bonds
are required when necessary. If a performance bond is required, said
requirement will be communicated in the RFP.
Contact: Purchasing Agent
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