Solicitation Methods

Solicitation Methods
Competitive Solicitation
Competitive solicitations are used based on
dollar thresholds* for goods and services.
They are used to obtain competitive pricing
and to provide vendors a fair and equal
opportunity to compete for our business.
*Although School of Mines has determined what dollar
threshold requires competitive solicitations, there are external
compliance factors that impact the threshold limits. (e.g.: NSF
research expenditures)
Solicitation Method
Documented Quote (DQ)
A request for a Documented Quote (DQ) will be publically
posted for at least 3 days.
Why: To assure that we obtain the best price for higher dollar
purchases. Lowest cost is the primary consideration for awarding
to vendors.
When:
• Goods: Between $10,000 and $150,000
• Services: Between $25,000 and $150,000. Services above
$100,000 will also require a formal contract to be executed.
Example: 5 Olympus Microscopes with accessories totaling
$55,970.50
Solicitation Method
Sole Source
A Sole Source requires approval by the Director of Financial Planning and
Business Operations and is for exceptions only. It is a procurement made
without competition and still requires the notice to be publically posted
for 3 days. It requires documented justification provided by the requestor.
Why: There is only one solution for a purchasing need. Other solutions do
not exist or using an alternative creates undue hardship and threatens
business operations.
When: Sole Sources are used on a rare exception basis when competition
is otherwise required.*
Example: Purchasing additional modules for our Enterprise System,
Banner.
*Many formal protests result from sole source requests and have delayed the
procurement process.
Solicitation Method
Invitation for Bid (IFB)
A request for an Invitation for Bid (IFB) will be publically
posted for at least 14 days. This is a sealed bid with a more
formal process for reviewing responses.
Why: IFBs are used in cases where the exact specifications for
a desired purchase are already known. To assure that we
obtain the best price, the lowest cost is the primary
consideration.
When:
• Goods: Above $150,000
• Services: Above $150,000 – Services above $100,000 will
also require a formal contract to be executed.
Example: Furnishings for the new dining hall totaling
$213,906.68
Solicitation Method
Request for Proposal (RFP)
A Request for Proposal (RFP) is a solicitation where the primary
consideration for award is not limited to price. The RFP is publically
posted for at least 30 calendar days.
Why: Request for Proposals are used to find solutions to a purchasing
need that can be evaluated on factors not limited to price.
When: RFPs are used for purchases over $150,000 (not limited to
purchases only over $150,000) when the entire solution will be evaluated
for many factors, including price.
Example: Determining which company will provide campus-wide dining
services.
Solicitation Methods
Goods
Threshold
Solicitation Method
Applicable
$10,000 > X
No Solicitation
$10,000 < X > $150,000
Documented Quote
Why: To assure that we obtain the best price for higher
dollar purchases. Lowest cost is the primary
consideration for awarding vendors
$10,000 < X
Sole Source
Why: There is only one solution for a purchasing need.
Other solutions do not exist or using an alternative
creates undue hardship and threatens business
operations
When: Sole Sources are used on a rare exception basis
when competition is otherwise required
$150,000 < X
Invitation for Bid
Why: IFBs are used in cases where the exact
specifications for a desired purchase are already known.
To assure that we obtain the best price, the lowest cost is
the primary consideration.
$150,000 < X
Request for Proposal
Why: They are used to find solutions to a purchasing
need that can be evaluated on factors not limited to
price.
(Can be used for
purchases under $150,000
when necessary)
Solicitation Methods
Services
Threshold
Solicitation Method
Applicable
$25,000 > X
No Solicitation
$25,000 < X > $150,000
Documented Quote
Why: To assure that we obtain the best price for higher
dollar purchases. Lowest cost is the primary
consideration for awarding vendors
$25,000 < X
Sole Source
Why: There is only one solution for a purchasing need.
Other solutions do not exist or using an alternative
creates undue hardship and threatens business
operations
When: Sole Sources are used on a rare exception basis
when competition is otherwise required
$150,000 < X
Invitation for Bid
Why: IFBs are used in cases where the exact
specifications for a desired purchase are already known.
To assure that we obtain the best price, the lowest cost is
the primary consideration.
$150,000 < X
Request for Proposal
Why: They are used to find solutions to a purchasing
need that can be evaluated on factors not limited to
price.
(Can be used for
purchases under
$150,000 when
necessary)
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