309: Formal Solicitations
Procurement and Contract Services Policy & Procedures Manual
Section 300: Purchasing
Formal solicitations are those which fall into a dollar threshold which require competition by following the procedure for a formal solicitation outlined in OAR 580-061 & 580-062. Generally formal solicitations are used for purchases equal to or exceeding $100,000. If a purchase does not equal or exceed $100,000 but a formal solicitation is used, the rules for the formal solicitation process must be followed. PaCS is the only department authorized to issue formal solicitations. The typical types of formal solicitations are an Invitation to Bid (ITB) and a Request for Proposals (RFP). An ITB is used when pricing will be the only determining factor. An RFP would be used when the University wishes to award based on price and additional qualitative characteristics.
309-001: Invitation to Bid (ITB)
PaCS will use the ITB process when price is the only relevant award criteria. PaCS will prepare the ITB working with the department to clearly define specifications. With an ITB the lowest priced bid will receive the award unless rejected pursuant to OAR.
309-002: Request for Proposal (RFP)
PaCS will typically use the RFP process when a purchase requires consideration of many elements in addition to price, and evaluation of those elements will be the basis for award. With an RFP the highest ranked Responsive Responsible Proposer after completion of all stages of evaluation will receive the award unless rejected pursuant to OAR.
309-003: Minimum Opening Timelines
Formal solicitations must be open to the public for a minimum of seven (7) calendar days.