Overview
When SUNY needs to make a major purchase, such as technology systems, construction, or large service contracts, formal procurement methods are required by NYS law. These processes ensure fairness, transparency, and the best value for SUNY. If your purchase will be over $50,000, you must work with University Services to insure compliance. The three most common methods are:
Request for Proposal (RFP)
- Purpose: Used when SUNY needs a solution to a complex problem or service, and more than just price will determine the best option.
- Evaluation: Vendors are scored on multiple criteria such as experience, qualifications, technical approach, and cost.
Invitation for Bid (IFB)
- Purpose: Used when SUNY knows exactly what it wants and can clearly define specifications.
- Evaluation: Award goes to the lowest responsible and responsive bidder who meets all requirements.
Request for Information (RFI)
- Purpose: Used to gather information from the marketplace before issuing an RFP or IFB.
- Evaluation: It’s only for research. It's not an award. Vendors provide input on capabilities, pricing ranges, or best practices.
- Example: Exploring options for a new assessment system before starting a formal procurement.
Why It Matters
- Ensures open and competitive procurement.
- Promotes transparency and fairness.
- Helps SUNY comply with New York State Finance Law and procurement policies:
SUNY Procurement and Contracting Policy 7553.
Contact
For guidance on major purchases and procurement methods, please contact University Services: univserv@fredonia.edu