Bid Request Form

The bid process is for soliciting proposals and pricing, where an award is made based on specifications and the lowest price that meets those specifications or qualifications that meet specific criteria. This form must be completed and submitted to begin any formal bid process or a Procurement Services processed competitive bid.

The timeline below may be used as a reference and may vary depending on the complexity of the solicitation.
  • Submission of the Bid Request Form to Procurement.
  • Procurement will initiate the solicitation process by reviewing the request and obtaining additional information as needed (7-14 days)
  • Solicitation Development Process (14-90 Days)
  • The requestor will identify evaluation committee members (Request for Proposal & Request for Qualifications).
  • The committee, requestor, and Procurement will work to define the scope of work, develop specifications, evaluation criteria, and develop the solicitation documents.
  • All parties will also develop the contract requirements to identify performance measurements, required deliverables, and train the contract administrator.
  • Procurement returns a solicitation draft for review to the requestor, and the requestor responds with additions and changes.
  • Procurement produces a final draft of the solicitation documents and sends it to the requester for final review, along with information about the evaluation process and next steps. (5-14 days)
  • The requestor reviews the final draft and responds to Procurement with approval and names of evaluation committee members, if applicable. (5-14 days)
  • The solicitation will be published and advertised as required by law. Most solicitations will require a minimum of three weeks to provide adequate opportunity for suppliers to respond (14-60 days)
  • Bid opening and procurement review of submitted responses (5-14 days)
  • Evaluation of bids and proposals (14-30 days)
  • Notice of intent to award will be posted to the bid website (14 days concurrent with the negotiation timeframe)
  • Negotiations and legal review (30-60 days)
  • Legislative review for solicitations with service elements (30-600 days dependent on ALC schedule)
  • Contract Award ( 1-3 days)

All fields are mandatory. The standard response time to this request is 7-14 days working days.  However, requests between May 1st and July 31st will take longer due to fiscal year-end responsibilities. 

Note: Typically, a Quote Bid or an Invitation for Bid can be completed within two months. An RFP or RFQ, can take three to twelve months to complete.
Email *
Requesting Department *
Name of Requestor *
I understand and agree  that Procurement Services must review and award all solicitations, bids, and purchase requests prior to placing an order.  *
Fund Type
Does this project have an approved budget?
Clear selection
What is the budget range?  *
When do these items need to be delivered? *
MM
/
DD
/
YYYY
Who will manage the contract? This is typically someone within your department.
*
What type of contract will this be?

A firm contract is an agreement between the university and a supplier for a one-time purchase. It expires after the delivery of a commodity or provision of a service is complete.  

A term contract is an agreement between the university and a supplier that is effective for a specified timeframe —typically one year and may allow for renewals. 
 *
If term contract was selected, please provide the reasoning/need. Include details on renewal reasoning, if applicable. 
Have you already started looking for suppliers and communicating with them?
 *
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