Request for Bid/Quote/Proposal Quick Guide

Hiring vendors or contractors to provide goods or services can happen in a variety of ways.

Request for Quote (RFQ)

Requesting a quote is an informal procurement process

Use is limited to the following:

Total cost is $50,000 or less
SPPS staff approaches the vendor or contractor with request
Must have at least two quotes for comparison, three is preferred
State or Joint Powers contracts can be used in place of multiple quotes

Request for Bid (RFB)

Requesting a bid is a formal procurement process.

Used when the need or scope can be clearly defined (eg: I need X. How much will it cost?)

Total cost is $50,000 or more
Used for construction, goods, and services
Vendors and contractors approach SPPS with bids to advertised solicitations
SPPS advertises the need for at least two weeks
Ideally three or more for cost comparison, but possible to award on single bids
No negotiation between vendor and SPPS
Lowest responsive and responsible bid wins

Request for Proposal (RFP)

Requesting a proposal is a complex formal procurement process.

Used when the scope is not easily defined, or the goods or services may vary between vendors (eg: My school or program has this need. How can you help me meet this and what will it cost?)

May be needed for goods or service contract regardless of cost
Useful when there is insufficient detail (eg: hiring a grant writer, a program evaluator, a landscaper, etc.)
Negotiation between SPPS and vendor is built into the process
Proposals are scored using predetermined criteria; highest scoring vendor is awarded

See specific linked procedures for exceptions, full details, and steps.