60.12 - Requests for Proposals (RFP)

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Last updated: April, 2026

A. General. Goods and/or services may be purchased using the Request for Proposals (RFP) process in lieu of competitive bidding if it is impractical to secure competitive bidding in the following situations:

It is impossible to draft adequate specifications for the functionality desired or an adequate description of the work or services to be provided.

Consideration must be given not only to price but quality, capability, and contractual factors in order to determine the most advantageous offer.

B. Procedure. Purchasing Services shall ensure adequate RFPs are prepared which clearly define the goods and services needed in order for prospective vendors to properly respond to the request. To the extent possible, quotations must be solicited from a minimum of three responsible and responsive vendors in a fair and ethical process. Essential elements of an RFP shall include:

  • A complete statement or description of the technical requirements including the materials, work or services required.
  • The terms and conditions of the contract to be awarded.
  • A clear explanation of the criteria which will be employed to evaluate the vendor responses.
  • Any solicitation statements required by state or federal agencies.
  • Any other provisions, procedures, or statements, as deemed necessary by Purchasing Services.

B-1. Proposal Preparation Time. The RFP shall allow sufficient time to permit prospective vendors to prepare and submit proposals. Generally, there should be at least thirty (30) days between the date when the RFP is first issued and the date by which proposals must be submitted.

B-2. Addendums to RFPs. If, after the issuance of an RFP, but before the time set for submitting proposals, it is necessary to amend any part of the RFP, such information shall be sent to each firm to whom a RFP has been furnished in sufficient time to permit all prospective vendors to consider such information in submitting or modifying their proposals. In addition, any information given to a prospective vendor as an addendum to the RFP, if such information is necessary to vendors in submitting proposals or if the lack of information would be prejudicial to uniformed vendors.

B-3. Proposal Submittal. The RFP shall clearly state that proposals must be received by University Purchasing Services not later than the exact time and date set forth in the RFP. Any proposals received after such time and date will not be considered.

B-4. Proposal Modification or Withdrawal. Proposals may be modified or withdrawn at any time prior to the time and date set forth in the RFP; proposals may be modified after such time and date only with the approval of Purchasing Services’ Manager and for good cause shown by the vendor.

B-5. Evaluation. All proposals submitted in response to a RFP shall be evaluated numerically rating the evaluation criteria set forth in the RFP. Evaluation factors to be included in the RFP should include, as appropriate, the following factors:

i) Prices offered.

ii) The quality of the work or items to satisfy minimum project needs.

iii) The proposed method to accomplish the work.

iv) Specialized experience and technical competence of key personnel who will perform the work.

v) The business capabilities, responsibilities, references, and past performance of the vendors.

vi) The capacity to perform the work within the required time limits.

vii) The familiarity of the vendors with types of problems applicable to the project.

viii) The capability to explore and develop innovative or advanced techniques or designs.

B-6. Evaluation Committee. All proposals submitted in response to an RFP shall be uniformly evaluated by a committee of appropriate staff persons to be designated and appointed by the requesting department in cooperation with Purchasing Services.

B-7. Classifying Proposals. For the purpose of conducting discussions, proposals shall initially be classified as:

i) Acceptable;

ii) Potentially Acceptable; and

iii) Unacceptable.

B-8. Purpose of Discussion. Discussions may be held to:

i) Promote understanding of UI’s requirements and the vendors’ proposals.

ii) Facilitate arriving at the contract most advantageous to UI taking into consideration price and other evaluation factors set forth in the RFP.

B-9. Conduct of Discussions. Vendors shall be accorded fair and equal treatment with respect to any opportunity for discussions and revisions of proposals. The committee should conduct discussions with the top rated vendors unless such discussions are not necessary, inappropriate or impractical and the RFP notified all vendors of the possibility the award may be made without discussion. Purchasing Services’ Manager should establish procedures and schedules for conducting discussions. If during discussions, there is a need for any substantial clarification or change in the request for proposals, the RFP shall be amended to incorporate such clarification or change. Auction techniques (revealing one vendor’s price to another) and disclosure of any information derived from competing proposals are prohibited.

B-10. Best and Final Offers. Purchasing Services’ Manager shall establish a common date and time for the submission of best and final offers, if required. Best and final offers shall be submitted only once; however, Purchasing Services’ Manager may make a written determination in UI’s best interest to conduct additional discussion or change the University’s requirements and require another submission of best and final offers. Otherwise, no discussion of or changes in the best and final offers shall be allowed prior to award. Vendors shall also be informed if they do not submit a notice of withdrawal or another best and final offer, their immediate previous offer will be construed as their best and final offer.

B-11. Award of Contract. Upon completion of contract negotiation, Purchasing Services’ Manager shall make a written determination showing the basis on which the award was found to be most advantageous to UI based on the factors set forth in the RFP. Certain contracts may require Board of Regents approval, in accordance with SBOE policy as amended from time to time [See 60.20].

B-12. Proposal Solicitation Records. For each RFP issued by UI, Purchasing Services shall retain a record that includes: a copy of the RFP; copies of any amendments to the RFP; the names and addresses of prospective vendors to whom the RFP was distributed; all vendor responses; and any other information relevant to the competitive negotiation process.

Version History

2026 – Minor amendments to clarify the existing policy without changing its core intent or requirements as recommended by internal audit.

2007 – Revise language around procedures to improve clarity of specifications and flexibility on timing.

2005