R765-571-7. Solicitations

  Each institution shall formally solicit competition for all procurements over the maximum small dollar expenditure established by the respective institution, unless the procurement falls under R765-571-8, Exceptions to the Solicitation Process, as required by law. Each institution shall establish policies, rules, and processes governing solicitations, including:

  7.1. Invitation for Bid (IFB): The Invitation for Bids is used to initiate a competitive sealed bid procurement.

  7.1.1. An IFB shall include a purchase description, and all contractual terms and conditions applicable to the procurement.

  7.1.2. A minimum of ten (10) days shall be provided for response.

  7.1.3. IFBs must be publically advertised as outlined in the Procurement Code.

  7.1.4. Bids shall be submitted using a sealed bid process.

  7.1.5. Bids shall be opened publically in accordance with the Procurement Code.

  7.1.6. Bids shall be evaluated based on the requirements set forth in the IFB, which may include objective criteria. Criteria not included in the IFB may not be used to evaluate bids.

  7.1.7. Contracts shall be awarded with reasonable promptness by notice to the lowest responsible and responsive bidder whose bid meets the requirements and criteria set forth in the IFB.

  7.1.8. IFBs may be performed in multiple steps as outlined in the Procurement Code.

  7.2. Request for Proposal (RFP): An RFP process may be used instead of the IFB process if the procurement officer determines, in writing, that the RFP process will provide the best value to the institution.

  7.2.1. An RFP shall include a scope of work, all contractual terms and conditions applicable to the procurement, and the manner in which proposals are to be submitted.

  7.2.2. A minimum of ten (10) days shall be provided for response.

  7.2.3. RFPs must be publically advertised as outlined in the Procurement Code.

  7.2.4. Proposals shall not be opened publicly.

  7.2.5. Proposals shall be handled as outlined in the Procurement Code

  7.2.6. A committee of at least three (3) individuals shall be appointed to the evaluation committee

  7.2.7. The evaluation committee will rate proposals based on the criteria outlined in the RFP. Criteria not included in the RFP may not be used to evaluate proposals.

  7.2.8. The RFP process may be conducted in multiple steps, including presentations/discussions and requests for best and final proposals.

  7.3. Request for Information (RFI): The purpose of an RFI is to obtain information, comments, or suggestions from potential bidders or offerors before issuing an IFB or RFP. An RFI is not a procurement process.

  7.4. Request for Supplier Qualification (RFSQ): An institution may prequalify potential bidders or offerors to provide any type of procurement item and limit participation in an IFB or RFP to the prequalified potential bidders or offerors.

  7.4.1. RFSQs shall include they type of procurement item to which it relates, the scope of work, the minimum criteria for prequalification, and period of time during which the list will be used.