Supplier Section:

2.2 - Bid Solicitation

PURPOSE

To provide the policy concerning the solicitation of bids.

POLICY

In order to obtain the best possible pricing, competitive bidding will be conducted to the maximum extent practicable, as follows:

Less than $5000: The purchase of goods and services may be made directly from any responsible vendor of the Purchaser’s choice. However, the Purchaser has an obligation to always secure reasonable prices on behalf of Rensselaer.

Greater than $5000: A minimum of two (2) written competitive quotations, or an attempt to obtain two (2) written quotations, is required. It is, however, recommended that three (3) written quotations be obtained whenever possible.

PROCEDURE

Bid solicitation is a team effort between Purchasing and the Requesting Department.

It is the responsibility of the Requesting Department to define the requirements regarding quantity, delivery dates, technical specifications and/or scope of work. Any vendor providing assistance in developing specifications, requirements, statement of work, invitations for bids and/or requests for proposals shall be excluded from competing from those competitions.

It is the responsibility of the Purchasing Department to originate Requests for Proposals and to maintain all documentation on cost, price and competitive information. In the event the Requesting Department has already obtained competitive quotations, that information, along with company contacts and phone numbers should accompany the Requisition to the Purchasing Department for review and evaluation by the Purchasing Department.

The types of solicitation that can be used are:

Request for Quote (RFQ): A method used to have suppliers commit to a price, quantity and delivery - factors to be used in selecting the vendor.

Request for Proposal (RFP): A method used to assist Rensselaer in gathering information regarding products and/or services that contain some unknown elements, without committing to a purchase order until the best source is identified and the specification is finalized.

Request for Information (RFI): A method used on an informal basis to gather information on a product, service or supplier.

Any and all bids may be rejected when it is in Rensselaer’s best interest to do so.

Exceptions from Bidding

State Contract Items: Items that can be purchased under New York State contract may at the discretion of the Purchasing Department be exempt from competitive bidding requirements, since competitive bidding was conducted at the time the State contract was awarded.

Competitively Bid Consortium Items: Items that can be purchased under a Consortium may, at the discretion of the Purchasing Department, be exempt from competitive bidding requirements since competitive bidding was conducted at the time the Consortium contract was awarded. The Purchasing Department will determine which Consortiums will be eligible for use by Rensselaer.

Sole Source Purchases: If competition is determined to not be feasible due to the sole source nature of a commodity or supplier, and the order exceeds $5000, a written justification is required at the time the Requisition is submitted to the Purchasing Department. Refer to Sole/Single Source Purchase, Policy 2.1 for more information.

Revised 3/02, 1/05, 11/05