Frequently Asked Questions

Proposals are publicly opened on the date and time specified on the bid notice. The Purchasing Director or other designated individual will preside over the proposal opening. At least one Purchasing Assistant or other designated individual will also attend the proposal opening. There is no formal public opening for RFP proposals. Proposals will be opened individually announcing the name of the company submitting the proposal. There will be no pricing announced at this time. Once all proposals are opened, the proposal opening is concluded.

Bids are publicly opened on the date and time specified on the bid notice. The Purchasing Director or other designated individual will preside over the bid opening. At least one Purchasing Assistant or other designated individual will also attend the bid opening. Bidders are welcome to attend the bid opening although their presence is not mandatory. There also may be other people present at the bid opening such as architects and department heads. Bids will be opened individually announcing the name of the company submitting the bid. Bid documentation will be reviewed to check that all forms are completed. Bid security, addenda acknowledgment and pricing for the bid will be read aloud at this time. Once all bids are opened and pricing, bid security and addenda acknowledgment is announced for each, the bid opening is concluded.

A Request for Quote (RFQ) is a document used in soliciting price and delivery quotations that meet minimum quality specifications for a specific quantity of specific goods and/or services.

A Request for Proposal (RFP) is an invitation to vendors to submit a written offer to supply services or materials. The RFP will require the vendor to define the specific financial and/or service commitments that comprise the offer. Purchasing makes the RFP available to multiple vendors to review and respond with a proposal. Evaluation of competing proposals is based on various criteria, one of which is price.

A Request for Bid (RFB) is a written request to prospective suppliers to submit a bid for materials or services. Bid submittal documents are enclosed in a sealed envelope in response to the RFB.