The U.Va. Bid Process

When ordering services or materials on behalf of the School of Engineering and Applied Science or any of its departments, a strict “bid” process must be observed. (Note: If instead the materials or services are being paid for by the UVEF or some other entity, it is also suggested that the bid process be followed.) That is, before you select a vendor — for example, a graphic designer or a printer for your materials — you must collect estimates or bids from three vendors, at least one of which must be a DMBE-certified woman- or minority-owned business.

To find a DMBE-certified vendor, visit: http://www.procurement.virginia.edu/pagedmbesearch

For a list of all vendors the University has on contract, visit: http://www.procurement.virginia.edu/main/publicpostings/Contracts.html

Contract vendors have established working relationships with the University and using them is the most efficient way to hire professional designers and printers. The Engineering School has found success working with Mid-Atlantic Printers and JADA Creative for design. Their contact information can be found on the procurement Web site. The Engineering School’s Marketing and Communications Office can also advise you on other quality contract vendors.

Bid Process for Non-Contract Vendors

Step 1: Select at least three vendors to whom you will send a request for proposal (RFP) for your project. Use the above links as a resource.

Step 2: Send these three or more vendors an RFP designating your specific specs for the project. Sample design RFP. Sample print RFP.

Step 3: Collect estimates and select the winning vendor. Typically, you will want to select the vendor with the lowest bid; however, you will have an opportunity to make your case if there is a compelling reason to choose a vendor whose bid was not the lowest.

Step 4: Send an e-mail detailing the results of the bidding to Lisa Meadows if the Engineering School is covering the expense or to your department’s assistant if your department is covering the expense. She will need to create PO associated with your department’s PTAEO for the job which the winning vendor will need to submit on their invoice.

Step 5: Follow up with the recipient of the letter to ensure that he or she has all of the information needed to approve the vendor you have selected. If your winning bid is over $5,000, you may be asked to complete additional steps.

Step 6: Once you have been notified that your vendor has been approved by U.Va. Procurement, notify the winning vendor and those who did not win the bid. Commence working with the approved vendor.