Procurement and Contract Services Policy & Procedures Manual
Section 300: Purchasing
Informal Solicitations will be used for purchases between $25,000 and $149,99.99. Informal solicitations are those which fall into a dollar threshold which require competition but do not require a formal procedure. PaCS is the only department authorized to conduct informal solicitations.
The types of informal solicitations normally utilized are a Request for Quote (RFQ) and an Informal Request for Proposal (IRFP). An RFQ will be used when pricing will be the only determining factor. An IRFP would be used when the University wishes to award based on price and additional qualitative characteristics.
An RFQ will be used when pricing will be the only determining factor. An RFQ is the simplest method for obtaining competitive quotes. It is usually used when purchasing a common item that can be easily identified. PaCS will require a clear description of the item, which will be written in a standardized RFQ format. With this type of request the lowest Responsive Responsible quote must receive the award unless the quote is rejected because it did not meet criteria in the RFQ.
An IRFP would be used when the University wishes to award based on price and additional qualitative characteristics. PaCS will use the IRFP process when considering many elements and evaluation of those factors will be the basis for award criteria.
OSU may negotiate with an offeror to clarify its quote or informal proposal or to effect modifications that will make the quote or informal proposal acceptable or make the quote or informal proposal more advantageous to OSU so long as pricing is not revealed.