BIDNET

BIDNET SOLICITATION SYSTEM

Purchasing has a new system that allows us to efficiently assist the campus community in soliciting price quotations via bids, proposals, or quotes for goods and services.

BidNet is a custom web-based online quote system which allows Purchasing, as a registered user, to send electronic requests for bids, proposals, or quotes to purchase goods and services from selected suppliers on behalf of the campus community. Detailed information, Excel spreadsheets, and specifications identified by the requesting department may be attached electronically to the solicitations to clarify what is required.

Suppliers receiving the BidNet solicitation will electronically enter their pricing responses online and/or send a hardcopy response with information as requested to Purchasing. Online pricing responses received from suppliers can be tabulated and compiled by Purchasing in an easy-to-compare spread sheet to be shared with the requesting department for evaluation, subsequent award, and purchase.

All solicitations and responses are retained and archived by Purchasing for information purposes or reuse in the future.

We look forward to working with your department and the BidNet system to identify and obtain needed goods and services. This system is extremely efficient, reduces solicitation turnaround time, and increases competition between suppliers.

FREQUENTLY ASKED QUESTIONS

Below are some frequently asked questions (FAQ’s) to explain the BidNet quote system utilized by the Purchasing Department. Please feel free to call us at 607-274-1611 if you need further clarification.

What is the Bidnet system?
The Bidnet system is a custom web-based online quote system which allows Purchasing to send electronic requests for quotes, proposals, and bids for goods and services to selected supplier on behalf of the campus community.

Who may utilize the Bidnet system with Purchasing?
Any department who wishes to work with Purchasing for the benefit of soliciting pricing from suppliers may use the Bidnet quotation system.

Who has the ability to issue a solicitation to suppliers through the BidNet system?
The Purchasing Department has the exclusive ability to issue a Request for Quote (RFQ), Request for Proposal (RFP), or Request for information (RFI) working with requesting departments.

What is the difference between the three solicitation types?

• RFQ – Request for Quote: Request for specific line-item pricing from suppliers. Suppliers may submit responses on-line.
• RFP – Request for Proposal: Request for the supplier to make a proposal based on a set of criteria. Specific line-items may not be listed. Requires the return of hard copy responses from the supplier for evaluation.
• RFI – Request for Information: Request for the supplier to send information on a product or service. Requires the return of hard copy responses from the supplier for evaluation.

Will any supplier be able to see the solicitation and respond to it?
No. BidNet is a “closed” solicitation system. Only suppliers that have been selected and registered into the system by Purchasing are able to participate and respond.

How are suppliers selected to be registered in the BidNet system?
Purchasing will work with the requesting department to identify and select qualified suppliers.

Can documents and/or Excel spreadsheets be attached to a solicitation to suppliers?
Yes, however, a formatted Excel spreadsheet template available through Purchasing must be used. Miscellaneous MSWord or scanned documents can also be attached.

Can solicitations be modified or amended once they have been sent to suppliers?
Yes, but only by Purchasing at the request of the department.

Are solicitations and resulting quotes from suppliers retained by Purchasing and can the basic solicitation be used again for future quotes?
Yes. All solicitation requests to suppliers and resulting quotes are archived and can be reused, amended, or modified as needed for future solicitations.

How does a requesting department find out the final results of a solicitation (RFQ, RFP, or RFI)?
Purchasing will send the requesting department copies of RFP and RFI hard copy responses from all submitting suppliers. In the case of RFQ’s, a tabulated, easy-to-read spreadsheet with all pricing information from submitting suppliers will be sent to the requesting department.

How is the award of the successful supplier of a solicitation determined?
Purchasing will work with the requesting department if assistance is needed in selecting the successful supplier. The final decision is left to the requesting department.

How does a supplier find out the results of the solicitation?
Purchasing will notify all suppliers of the results of the solicitations without disclosing pricing to competitors (per College purchasing policy) and make an award to the successful supplier on the requesting departments behalf (if an award for purchase is to be made)

Revised 1/2008
 
 

LAST UPDATED: March 21, 2008
CREATED & MAINTAINED BY: Art Gilmore

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