Purchasing and Business Services Manual (PUR)

Interim Posting

Note: At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.


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Effective: 8/3/1983

Revised: 11/12/2014

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PUR 106: Intent to Procure

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Purpose

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To specify the appropriate use of invitations to bid or requests for proposals

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Source

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University policy

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Background

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The issuance of invitations to bid (ITBs) or Requests for Proposals (RFPs) merely to establish price information is unfair to suppliers. It is costly to prepare a complete quotation or proposal, and suppliers should not be requested to prepare formal quotations unless a procurement is intended.

Departments may obtain price information for budget purposes from catalogs, prior purchase orders, telephone calls, corporate Web pages, or other informal means.

On rare occasions, the university will issue a request for information (RFI). RFIs are used when the university desires an outcome but cannot specify the method that would achieve this outcome. Potential suppliers respond to an RFI by suggesting means that would achieve the desired end. From this information, the university is expected to initiate an ITB or RFP.

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Policy

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Written invitations to bid (ITBs) or Requests for Proposals (RFPs) will not be issued unless there is a definite intent to procure as evidenced by an approved RX or offline purchase request or other memoranda from the requisitioner. ITBs and RFPs are to be issued from Purchasing and Business Services only.

Requests for information (RFIs) will not be issued unless there is an intent to procure. This intent may be less definite than in the case of an ITB or RFP, and no RX or offline purchase request is required. RFIs are normally issued by Purchasing and Business Services.

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Cross-References

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For basic information on ITBs and RFPs, see PUR 501–01, “Information to Suppliers.”

For information on bidding, see:

  1. PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria”
  2. PUR 305–01, “Bidding Requirements for Procurements Costing Less than $50,000”
  3. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $50,000 but Less than $100,000”
  4. PUR 306–01, “Bidding Requirements for Procurements Costing $100,000 or More”
  5. PUR 306–02, “Waiver of Bidding Requirements for Procurements Costing $100,000 or More”
  6. PUR 501–02, “Advertising for Bids”

    and

  7. PUR 501–03, “Bid Security and Performance and Payment Bonds.”

For information on the completion of Purchase Requests, see:

  1. PUR 303–01, “Purchase Requests”

    and

  2. the Research and Sponsored Projects Policies and Procedures Manual—RSP 503–01, “Purchase Requests for Sponsored Projects and Internal Grant Programs.”

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