Illinois State University policies regarding bidding follow the current State of Illinois Procurement Code and the Joint Purchasing Rules for State Systems Universities. The Purchasing Office is honor bound to maintain the spirit of competitive bidding and the integrity of the bidding process whenever possible.
Sealed bidding is required at the following levels:
Sealed bids are advertised in the Illinois Public Higher Education Procurement Bulletin on the internet, no less than 14 full calendar days before the bid opening date. Bidding documents are also mailed to selected vendors. Bids are opened in the Purchasing Office at 117 Hovey Hall at 2 p.m. on the designated day. Faxed bids are excepted, but late bids are not.
Request for Proposal is a sealed bid process used when there are many negotiable options available. Detailed criteria outlining the basis for award must be on file prior to the distribution of the RFP to ensure objectivity. The Request for Proposal must be advertised for 14 full calendar days. A committee is usually formed to evaluate the proposals. Negotiation with respondents may continue even after the opening date.
Competitive quotations may be obtained for orders under the above sealed bid limits. This is a less formal method of competitive selection. There is no advertising requirement, and the bids are not opened publicly.
Phone quotes are another informal means of soliciting competitive quotes.
Purchasing will include requested vendor(s) in the bidding process. Additional vendors may be added by the buyer. If you want to use a specific vendor only, state the reason on the requisition. Purchasing will try to accommodate your choices.
Departments will be consulted on bid awards when vendors have made changes or substitutions to the bid specifications and/or sample testing is required. Otherwise the buyer will make the bid award based on price and the ability to complete all of the bid specifications. Departments will be consulted before an award is made on a Request for Proposal.