RFP Procedures

RFP Procedures

Jump to: Steps in the RFP Process | Role of the Project Manager | Role of the Contract Unit Officer | Selection of the Evaluation Committee | Role of the Evaluation Committee Members | Compromised Evaluation | Process for Possible Resolution to Compromised Evaluation

System Administration's Requests for Proposals (RFPs) must be done for procurements greater than $125,000. They may also be done for lower dollar value procurements but are not required. The general purpose of the procurement process is to ensure that contract awards are made in the best interest of the State and in furtherance of the State University's mission. The following outlines the RFP process at System Administration and the roles and responsibilities of all individuals involved in the process.

The Project Manager is the department designee responsible for managing the procurement. The Contract Unit Officer is the Contract Unit staff in the Business Office designated to assist and guide the department through the entire procurement process.

Steps in the RFP Process

  1. Develop a draft RFP and timeline
  2. Create a bidders list
  3. Approve RFP by Contract Unit and Legal Counsel
  4. Advertise in the Contract Reporter
  5. Release the RFP
  6. Develop the evaluation methodology
  7. Establish the evaluation committee
  8. Receive Proposals
  9. Evaluate Proposals
  10. Award the Contract
  11. Contract Negotiations
  12. Contract Development, Approval and Execution

Role of the Project Manager

Role of the Contract Unit Officer

Selection of the Evaluation Committee

Role of the Evaluation Committee Members

Compromised Evaluation

An evaluation is determined to be compromised if one of the following occurs:

The Executive Director of Business Operations & Procurement makes the initial determination that the evaluation process may be compromised. This is based on information provided to the Director by the Project Manager and/or Contract Unit Officer. Senior Management is advised by the Executive Director of the situation.

Process for Possible Resolution to Compromised Evaluation

Project Manager and Contract Unit Officer consult with SUNY Legal Counsel on the particular situation and determine available options:

Purchasing Guidelines