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Invitation to Bid (ITB)

 

Orders of $100,000 require a formal Invitation to Bid (ITB) or Request for Proposal process. The formal competitive process is required under Oregon Administrative Rules (OAR) and departments must work with PaCS, who will develop and issue the ITB and RFP. For more information about the RFP process see http://pacs.oregonstate.edu/procurement/start/rfp.cfm

ITBs usually require more time in preparation and administration, and have mandatory advertising requirements. Unless a low bidder is rejected for not complying with the requirements of the ITB, award must go to the low bidder; therefore, it is important to develop comprehensive specifications and requirements before going out to bid.

If your order or contract is valued at $100,000 or more, PaCS is required to submit it to the Department of Justice (DOJ). Statute requires these orders and contracts be submitted to DOJ for legal sufficiency review. This process may add 2 weeks to the RFP process and another 2 weeks to the contracting or purchase order process so you will need to plan accordingly.

When submitting an order request to PaCS you will need to do the following:

  • Submit a completed Departmental Requisition, with an authorized signature.
  • Include a comprehensive description of the goods and/or services required and necessary specifications.
  • If you would like PaCS to obtain quotes from specific vendors be sure to attach their complete contact information. PaCS must obtain quotes from a minimum of three vendors. If you do not know three vendors, list your preferred vendors and PaCS will search for others.

To submit an order you can fax it to 737-2170, email it to PaCS, or put it in campus mail. Please do not send two copies of your order such as an original and a faxed copy. This will only increase the risk of duplicating an order.