The purpose of bid requirements is to ensure that expenditures for goods and/or services are conducted in a manner that is publicly accountable according to the State of New York as well as the principles of sound business practices. Bid requirements provide guidelines for the type and level of solicitation required for the acquisition of goods and/or services for the University. All bids, where required, must be initiated and processed by the Statutory Procurement Office.
IFB - Invitation for Bid
The Invitation for Bid or IFB applies to purchases that can be translated into exact specifications, where the College intends to award a contract to the responsible and responsive biffrt having the lowest price. IFBs may either be competitive bids or competitively sealed bids.
RFP - Request for Proposal
The Request for Proposal or RFP applies to procurements where factors in addition to cost, are of equal or greater importance and a comparative evaluation of the proposals is necessary. The majority of RFPs are competitively sealed bids. As you review your needs it is helpful to ask specific questions that will help you and the Purchasing Agent determine which is the best method to use.
Are there complex specifications, standards, or installation requirements?
Is the product, service or software very sophisticated?
What is the life cycle cost of the product?
Are there any critical performance requirements?
Are there any complicated trade-ins or upgrades associated?
Is it desirable or necessary to discuss offers prior to an award?
Do you have a specific solution to your needs or are you open to proposers solutions?
Is it necessary to compare quality, technical, and contractual and/or price factors?
There are notable differences between competitive bids and proposal requests. See the checklist below to determine if your request requires an IFB or RFP process.
IFBs
RFPs
Open at specified time and date, publicly read bidder's name, price, items offered, F.O.B points, delivery, etc.
Close at specified time and date; read only the names of offerors submitting proposals.
No discussion with bidders allowed during the bid process.
Discussion with bidders permitted with restrictions specified prior to the submittals.
Evaluate against specifications.
Evaluate against evaluation criteria and against competing proposals.
Entire procurement public record.
Awarded contract public record.
A time chart has been provided to help you plan your requests accordingly. The requirements and processing times are those necessary for the Procurement Office. Additional time should be scheduled for any preplanning you expect will be necessary.
Dollar Amounts
Requirements
Processing Time
$5,000 - 14,999
Minimum of 1 bid at the department level required.
1-2 business days
Department may obtain bids via phone, fax, email, US mail. Original documentation must accompany Requisition.
$15,000 - 20,000
Minimum of 1 bids at the Procurement level required. Quarterly listing in Contract Reporter.
1-5 business days
Processing of bids completed by the Procurement Office staff
$20,000 - 29,999
Minimum of 1 bid at the Procurement level required.
Minimum 4 weeks from submission to bid opening
Processing of bids completed by the Procurement Office staff - Additional requirements must be met based on NYS Procurement Laws.
$30,000 - 49,999
Minimum of 3 bids at the Procurement level required.
Minimum 4 weeks from submission to bid opening
Processing of bids completed by the Procurement Office staff - Additional requirements must be met based on NYS Procurement Laws.
$50,000 and over
Minimum of 5 sealed bids at the Procurement level required.
Minimum 4 weeks from submission to bid opening
Processing of bids completed by the Procurement Office staff - Additional requirements must be met based on NYS Procurement Laws.
Bid Submission and Evaluation
Once a decision has been made as to the type of bid, either IFB or RFP and the opening date determined, the Purchasing Agent will forward the requests to qualified suppliers. At the same time, those who are involved will receive notification and instructions pertaining to the events as they lead up to the bid opening, selection and evaluation. On the date scheduled for the opening, all bids received will be reviewed and an award made once all questions, comments have been addressed.
Contact the Procurement Office for specific details pertaining to the Bid process.
