University Bid Procedure
Purchases of equipment, supplies or services greater than $1,000 require an estimate of fair price and realistic delivery. This information is generally obtained through competitive quotations from UR Registered Suppliers. Suppliers, who have not registered, should be directed to https://www.urmc.rochester.edu/purchasing/supplier/ to complete the Supplier Qualification process.
Departments may obtain phone quotes, catalog checks, or written quotes. Small dollar purchases <$1,000 may be made by authorized department users utilizing a P-Card or Petty Cash. Solo purchases receive UR contracted pricing.
Purchases $2,500 -< $25,000
Departments or Purchasing and Supply Chain may initiate the bid process for non-contracted purchases of <$25,000 utilizing the Short Bid/ Request for Quotation (RFQ) Form.
- Departments should submit all information obtained from their bid process to Purchasing and Supply Chain with their requisition and maintain copies for departmental files.
- Purchasing and Supply Chain will review documentation and conduct final negotiations as required.
Note: Departments should not notify supplier of award or sign a contract. Purchasing and Supply Chain will notify the supplier after determination that all University requirements are met.
Purchases $25,000 or Greater
Require Purchasing and Supply Chain involvement at the beginning of the decision process and prior to contacting suppliers. Departments should:
- Discuss intended purchases with the appropriate Purchasing and Supply Chain Manager
- Establish a mutually agreeable time frame and strategy with Corporate Purchasing Manager
- Provide Corporate Purchasing Manager with technical requirements (specifications)
- Participate in the selection/negotiation team.
A competitive bidding process will be utilized whenever possible.
Specification of Goods
Specifications are a detailed and exact statement, which describes the equipment, supply or service to be purchased; they are usually one or a combination of the following:
- Manufacturer's name, model name & number, catalog number (or equivalent).
- Dimensions, materials, quality standards, performance warranties, required testing, packaging, transportation requirements, interface requirements, etc.
- Performance specifications, which describe how the finished item will work and its desired operational characteristics. Note: With this type of specification, the supplier is completely responsible for appropriate material use and production methods to achieve a workable, useable end product.
- Fabrication specifications, which describe component materials, processes, precise measurements, tolerances, in-process and finished product tests, quality controls for all parts of a product's production.
Note: With this type of specification, the purchaser is completely responsible for all engineering and design, and consequently for any errors in planning or specifications.
Bids/proposals/quotations will be evaluated utilizing the following criteria:
- Technical compliance with specifications
- Lowest total cost ? important but not the sole determining factor
- Performance ? ability to keep delivery, quality, price promises
- Acceptance of University Terms, Conditions & Insurance Requirements
Bid/proposals/quotations will be reviewed with the requisitioning department/selection team prior to the purchase being awarded. Note: Departments should not notify supplier of award or sign a contract. Purchasing and Supply Chain will notify the supplier and sign the contract when appropriate.
Sole Source, Selected Source/Low Bid Not Selected
- Sole Source is the only supplier who manufacturers or sells the particular item needed.
- A Selected Source may be available from other sources but only one supplier is acceptable for specific or technical reasons:
- The supplier has special tooling or facilities as a result of doing similar work for the University.
- The supplier has special competence to perform the work (e.g. repair by the original equipment manufacturer).
- The equipment must be compatible with other equipment from the same manufacturer that is currently in use.
- Supplier's product has a unique feature essential to the University.
- Low Bid Not Selected ? Supplier's bid was not the lowest priced bid but other bid evaluation factors out-weighed the cost.
These purchases require a completed Supplier Price Justification and Conflict Information Form
Price quotations for Capital requests or budgetary purposes for equipment/supplies or services >$25,000 should be coordinated through Purchasing and Supply Chain.