The following sections provide the procedures for the various methods of solicitation:
Informal pricing requests – section 220.127.116.11 Orders for Supplies, Materials and Services Less than $25,000
RFQ – Section 18.104.22.168 Request for Quote (eSource)
RFP – Section 22.214.171.124 Request for Proposal (RFP)
Invitation to Bid – Section 126.96.36.199 Invitation to Bid (Construction/Public Works)
Procurement Staff 706-542-2361
BOR – Board of Regents
Invitation to Bid (ITB) is a competitive procurement method prescribed by the BOR used for construction and public works contracts. ITBs include specifications and sometimes qualifications which must be met by the responding vendor. The process identifies the lowest priced responsive and responsible bidder(s) for contract award.
Request for Proposals (RFP) is a formal solicitation method that seeks to leverage the creativity and knowledge of business organizations in order to provide a solution to a unique procurement. Unlike the RFQ Request for Quotations process in which the University prescribes both the specifications and solution to its own needs and suppliers replicate the University’s specifications and solutions in the bids the suppliers submit, the RFP Request for Proposals process allows suppliers to propose their own comprehensive and innovative solution to the University’s needs described in the RFPRequest for Proposals. The RFPRequest for Proposals seeks to identify the "best value" for the University by using a combination of technical and cost factors to evaluate suppliers’ proposals. The University should use a RFPRequest for Proposals if the project does not lend itself to the creation of a clear and accurate statement of work and the objective of the solicitation is to identify a supplier who can offer the best possible solution to the University’s identified needs at the lowest cost. The RFPRequest for Proposals process may only be used as a method of solicitation after a written determination has been made that the use of competitive sealed bidding (i.e., the RFQRequest for Quotations process) will not be practicable or advantageous to the University.
Request for Quotes (RFQ) process is a competitive procurement method used to solicit bids for the supply of goods or services. In the RFQRequest for Quotations process, UGA prescribes both the specifications and solution to its needs. A RFQ is usedRequest for Quotations if the project lends itself to the creation of a clear and accurate specifications and the objective of the solicitation is to identify a supplier who can provide the required specifications at the lowest possible cost. The RFQ Request for Quotations process identifies the lowest priced responsive and responsible bidder(s) for contract award.
Request for Qualified Contractors (RFQC) is a prequalification process with the primary intent to identify multiple qualified sources of supply. Under SPD regulations, a purchase order may not be issued from a RFQC, rather a RFP or RFQ must be issued to those prequalified vendors and they will be required to submit a quote or proposal in order to be considered for award.
Solicitation – method of purchasing
SPD – State Purchasing Division
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
Policy Contact: Annette Evans
Phone Number: 706-542-2361
Responsibilities: The procurement professional must identify the best solicitation method for purchasing against a purchase request.
Responsibilities: The department/end user should contact Procurement immediately if they believe they have a purchase that will require a RFP so SPD requirements can be communicated clearly from the beginning of the project.
Question 1. Can a vendor consider a RFQ or RFP as a contract or purchase order?
Answer 1. No. A solicitation should not be construed by a vendor as an order to make any purchase or other commitment.