Competitive Vendor Selection
Competitive vendor selection is advantageous for several reasons. It ensures fairness to all vendors while minimizing expenditures and maximizing quality of service for Lehigh. If a vendor is in a competitive situation, it is more likely to provide its most aggressive pricing and other terms. Competitive selection also ensures that you're complying with University policy and other applicable federal and state regulations for grants and contracts.
Competitive selection is required for the purchase of goods or services over $25,000 ($10,000 if federally funded research grant). This applies to contract renewals, not just new engagements. The Purchasing Manual outlines the competitive bidding/selection requirements. Competitive proposals and price quotations can be obtained through a Request for Quote (RFQ) or Request for Proposal (RFP) process. Contact Purchasing services at inpur@lehigh.edu to begin the RFQ or RFP process.
RFP Process
The timeframe for completing an RFP process will vary depending on the level of complexity. A simple RFQ could be only 2 weeks. A complex RFP could take several months. Please connect with the Purchasing team and plan accordingly.
Phase 1: Purchasing Services works with department to create the RFP (scope, requirements, evaluation criteria, etc.) and published RFP to vendors via Unimarket
Phase 2 - Vendors accept RFP invitation and submit clarifying questions
Phase 3: Develop proposals and submit to Unimarket
Phase 4 – Proposals are evaluated and scored; vendors conduct presentations (if necessary)
Phase 5 - Best and final offers requested of vendors and submitted to Purchasing Services and vendor is selected
Phase 6: Contract negotiations and purchase order creation