Request for Proposal Process Requests for proposals, unlike bid requests,
are used when there are various factors, in addition to cost, that will be
evaluated when awarding a contract. With bid requests, the needed specifications
are typically known and we are looking for a supplier who can meet those specifications
at the lowest cost. With requests for proposals, we are typically looking
for suppliers to propose various configurations of equipment or programs to
meet our basic requirements. The initiation and processing of requests for
proposals is similar to that of bid requests with the exception of the evaluation.
During the preparation of the request for proposal the evaluation criteria are established as a result of discussions with Campus Procurement buying staff and a representative of the requesting department. At least 50% of the evaluation must be based on price. The prices provided by respondents are pulled out of the response and are tabulated by Campus Procurement. The requesting department evaluates the remaining section of the proposal and awards points for the categories other than financials (cost). Once the other category points have been awarded, Campus Procurement buying staff and representatives from the requesting department will review the points awarded for financials (cost) and will calculate the respondent with the most points. The respondent with the most points and meeting mandatory requirements will be awarded the contract.
Because of the subjectivity involved in making awards based on proposals,
vendor protests are more likely to occur. This campus has primarily used bid
requests for acquisitions, but there have been special circumstances where
requests for proposals are appropriate. Campus department personnel are encouraged
to talk with Campus Procurement buying staff if they feel the request for
proposal format may be appropriate for their specific acquisition.
Most bid requests and requests for proposals are available for downloading
by the campus department and/or potential respondents in the Open Bids portion
of this site.
A current listing of UMKC contracts is available under the Contracts list on the UMKC Procurement Services home page. This link will also provide additional links to UM System and Other Campus contracts.
Items or services for which a contract has already been implemented do not require bidding.
Professional services require a contract – Contact UMKC Business Services
for information. Do not pay for services on a Purchasing Card.