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Purchase to Payment Process

How to Buy > Non-Contracted Suppliers

RFI, RFQ, RFP
Any purchase from a non-contracted supplier that exceeds the bid limits is subject to the competitive bid process. The Purchasing department utilizes the following documents for bidding purposes.

Requests for Quotations (RFQ): A document provided to bidders requesting prices for goods or services. Also called a bid or price inquiry.

Requests for Proposals (RFP): A request for bidders to provide a customized response, often for services or goods that include a service element. Responses may include pricing, enhancements, implementation plan, and timeline.

Request for Information (RFI): A request issued to suppliers within a specific commodity or market to determine the viability of a concept. No award is made from an RFI.

Quote: A supplier’s offer of a price for specific goods or services, generally provided verbally or in writing on supplier letterhead.

RFP Process (PDF)
Waiver of Competitive Bidding
The Waiver of Competitive Bid Form must be completed by University departments when seeking to purchase goods in excess of the bid limit of $25,000 or more per supplier, per fund, per fiscal year; or services in excess of the bid limit of $50,000 or more per supplier, per fund, per fiscal year.

Waiver Process (PDF)