University System of New Hampshire
Financial and Administrative Procedures

COMPETITIVE BID PROCESS OVERVIEW

Procedure 6-006
Issued By: USNH Director of Purchasing
Issued Date: 07/01/2005
Revised Date: 07/01/2005

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.

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