Proposal Procedure

Competitive proposal process is acceptable under select conditions

The competitive proposal process is appropriate to use when competitive bidding is not practicable or advantageous. For a proposal process, vendors are encouraged to provide solutions to a set of circumstances posed by the University in a Request for Proposal (RFP) format. When subjective criterion is used for evaluation, the criteria and the relative weight of each criterion must be stipulated in the solicitation document. "Cost" and "Missouri preference" are always included in the evaluation criteria, but other factors such as creativity and technical expertise may be considered. When the proposal process is substituted for a bid process, the reasons must be stated and maintained in the Purchasing Office files.

Proposal process for amounts less than $3,000

Procurements valued at less than $3,000 do not require a formal procurement process although informal price checking is encouraged. The department should attach the appropriate documentation with the requisition. Purchasing will issue the Purchase Order. University rules require a competitive proposal process if a situation might be construed as a conflict of interest or if competition is better served by written proposals.

Proposal process for more than $3,000 but less than $25,000

Proposals for services expected to cost more than $3,000 but less than $25,000 must be handled through Purchasing with a competitive proposal process unless the business is obtained from a state contract or other approved contract. The department should include as much information as possible with the requisition to assist purchasing with the proposal process.

Proposal process for amounts $25,000 or more

Proposals for services expected to cost $25,000 or more will be handled through Purchasing. The University must follow three statutory provisions unless the business is obtained from a state contract or other approved contract.

1. The purchase must be advertised in at least two daily newspapers of general circulation in such places as are most likely to reach prospective proposers at least five days before the proposals are opened. The University may also advertise in at least two weekly minority newspapers and may provide such information through electronic medium available to the general public. The Purchasing Office will be responsible for handling the advertising function.

2. Notice of the proposed purchase must be posted on campus in a public location. At Truman, the notice is posted outside the Purchasing Office in McClain Hall.

3. Proposals must be solicited by mail or other reasonable method generally available to the public.

Proposals must be opened in a manner to avoid disclosure of contents to competing offerors.

Special rules involving architects, engineers and surveyors

Missouri Statutes providing for the hiring of architects, engineers and surveyors follow a different process than the procurement for other services.

Special rules involving consultants and outside speakers

Payments in excess of $2,000 to outside speakers or consultants require a written proposal or contract by the candidate in advance of the engagement. Payments in excess of $5,000 to outside speakers require the President's advance approval. In some instances, the President has delegated this approval to the Controller. The appropriate documentation must be attached by the department with the requisition and contract. Board of Governors' approval is required for speakers and consultants costing in excess of $5,000 and for which less than three qualified proposals were considered.

Award of Business After Proposals are Sought

Business awarded to the lowest and best offers

The lowest and best offer must be selected according to an evaluation of the criteria set forth in the Request for Proposal and as required by statute. An evaluation committee should be used if there are proposals totaling $25,000 or more. Minorities should be represented on evaluation committees whenever possible. The role of an evaluation committee is to review the proposal responses compared to the criteria specified for evaluation in the solicitation document and to make a recommendation to the Purchasing Office. The evaluation committee's recommendation as to the best and lowest proposal should be sent to Purchasing in memo form. If there is no evaluation committee, the department head should send the proposal evaluation memo.

In letting contracts for the performance of any job or service, the University must give preference to all firms, corporations or individuals doing business as Missouri firms, corporations or individuals which maintain Missouri offices or places of business, when the quality of performance promised is equal or better and the price quoted is the same or less. Purchasing should be consulted to assist in the evaluation when an out-of- state vendor is recommended over a Missouri vendor if the Missouri vendor has the lowest dollar price quote.

Negotiation

The contract shall be let to the lowest and best offeror as determined by the evaluation criteria established in the Request for Proposal, Missouri statutes and any subsequent negotiations conducted. Negotiations may be conducted by Purchasing, or other persons authorized to do so by the Controller on the basis of reasonable criteria for the purpose of clarifying and assuring full understanding of and responsiveness to the solicitation requirements. All offers must be given fair and equal treatment with respect to any opportunity for negotiation and subsequent revision of proposals. During negotiations there shall be no disclosure of any information to competing offerors.

Purchase on open market

The Controller may reject any or all proposals and advertise for new proposals or purchase the required services on the open market if they can be so purchased at a better price.

Board of Governor Policy regarding proposals

Board of Governor's approval is required for the selection of contractors to provide the annual audit of financial records, primary depositary for checking accounts, food service for residence halls and student union, operation of Campus Bookstore, architectural, engineering and land surveying services. Board approval is also required for the purchase or lease of single pieces of equipment costing $25,000 or more.