Before You Start
- Purchases over $75,000 require a sealed method of source selection, commonly known as “going to bid” or “putting up for bid.”
- Some purchases may qualify to bypass the source selection process. Complete the Source Selection Worksheet to determine if source selection is required or may be bypassed.
- There are two methods of sealed source selection. Complete the Source Selection Worksheet to determine which method is most appropriate.
- Sealed methods of source selection are coordinated and executed by a senior procurement specialist.
- Source selection results in a fully executed expense contract between UAMS and the supplier. The requestor will then create a requisition for the item being purchased and include the executed contract and other supporting documents with the Requisition.
Workflow as Steps
The exact instructions for a sealed method of source selection will vary depending on which method is used. A senior procurement specialist will coordinate the entire process with you, but in general, the following steps are required:
- Meet with a senior procurement specialist to work out a timeline and draft various bid/proposal documents.
- Publish a notice in a public newspaper.
- Collect bids/offers from vendors.
- Open (i.e., unseal) offers received from vendors on the established open date.
- Evaluate offers received.
- Send the award notice to the highest-scoring vendor.
- Complete award forms*, proceed to contract execution.
- Submit requisition, ensuring to attach executed contract and all other source selection documentation.
* Some circumstances may require additional steps, such as issuing a correction, receiving an appeal, or sending another award notice because the selected vendor did not accept the offer.