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Step
1: Soliciting Bids
Confidentiality
of Price Information
As required
by University policy, all bids, quotations, purchase
order copies, and other types of correspondence
that indicate prices for items and services, whether
in possession of Purchasing Services or other University
departments, are confidential and may be revealed
to other suppliers only by Purchasing Services.
It is further the policy of Penn State for Purchasing
Services to reveal only the lowest bidder and corresponding
price in competitive bid situations.
Invitations to bid will be sent to suppliers. When a
supplier has been selected to receive a Request for
Bid/Proposal, the supplier is responsible for completing
the request form and returning it to Purchasing Services
as instructed. Bids must be received in Purchasing
Services by the specified due date and time to be considered.
In single/sole source situations where there are no
competitive sources available, documentation may be
requested from the supplier certifying that no better
price is being offered to other customers.
Step
2: Selecting a Supplier
In general, to be awarded a purchase
order for goods or services from Penn State, a supplier
must be the lowest responsive, responsible bidder
in the bid solicitation process who meets the minimum
specifications as required. However, when choosing
a supplier, Penn State may consider factors other
than price, including the types of goods and
services that can be supplied, the particular needs
of the requesting department, the date of delivery,
and the reliability, quality, and experience of the
supplier.
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