| INPUT/PROCESSES | RFI | RFP | RFB |
|---|---|---|---|
| When to Use | - When you don't know exactly what you want or you don't know what is available in the market place | - When you have a general idea with some specifications and/or it's a large, complex project with potential for multiple solutions | -When you know precisely what you need and have precise requirements and specifications |
| Departmental Input | -User or committee contact -Rough sketch or outline of presumed need or desired information |
-User or committee contact -General scope of work, approximations of need, timelines, performance wishes to meet a specific goal |
-User or committee contact -Model numbers, color, finishes, technical data, timelines and delivery necessities, performance requirements, quantities or service required |
| Purchasing Input | -Modified contractual & document language -Protect the Institution with fair and ethical process |
-Contractual & document language
-Protect the Institution with fair and ethical process -Draft RFP language to department -Clarification to responses -Assure all terms & conditions known including freight, delivery, etc. |
-Contractual & document language -Protect the Institution with fair and ethical process -Clarification to responses -Assure all terms & conditions known including freight, delivery, etc. |
| Purchasing & Departmental Input | -Suggested vendor list -Language of document -Express limited terms for dealing with the University |
-Suggested vendor list -Language of document -Terms and legal conditions for dealing with the University |
-Suggested vendor list -Language of document -Terms and legal conditions for dealing with the University |
| Vendor Input | -Catalogs, specification sheets, product information, service outlines, conceptual data, suggestions, etc. | -Suggested solution(s) to our request -Price, terms, conditions, delivery, performance, contract language |
-Price, terms, conditions, delivery, performance, contract language |
| Purchasing Processes | -Solicitation process, documentation of audit trail, vendor contact or meetings, elimination of some participants | -Solicitation process, documentation of audit trail, vendor contact or meetings | -Solicitation process, documentation of audit trail, vendor contact or meetings |
| Decision-Making Process | -Terminate the process or proceed to RFB or RFP solicitation | -Further negotiation -Acceptance of most advantageous offer -Contract appropriate for the University -Issue purchase order and/or sign contract -Cancel process |
-Further negotiation -Acceptance of most advantageous offer -Contract appropriate for the University -Issue purchase order and/or sign contract -Cancel process |
| Issue PO and/or Sign Contract | -No | -Yes/No | -Yes/No |
| Post Contract Award | -None | -Monitor performance and adherence to contract. Immediate notice to Purchasing if failure to perform. | -Monitor performance and adherence to contract. Immediate notice to Purchasing if failure to perform. |