Bidding & Sourcing

Bidding and Sourcing Guidance

The Bidding & Sourcing page provides an overview of the University’s public bidding and invite-only sourcing processes. This page is designed to help faculty and staff understand when sourcing may be required, how to submit a request, what to expect during a sourcing event, and how to develop a clear and meaningful scope of work.

For a more in-depth overview of the bidding process, please view the guide below:

Determining When a Public Bidding Process is Required

A publicly advertised bidding process may be required when the total value of goods or services over the full contract term exceeds the applicable Bid Threshold.

General Goods & Services

(Purchases not subject to the NJ Prevailing Wage Act)

Public Works Projects

(Purchases subject to the NJ Prevailing Wage Act)

Bid Threshold: $119,800Bid Threshold: $42,600

Note: Procurements that exceed the applicable Bid Threshold may be completed through alternative methods, such as Cooperative Contracts or Waiver of Advertising. Procurement Services will review the procurement need, help determine the appropriate procurement method, and may manage or assist with the Waiver of Advertising process when applicable. Required approvals must be obtained before proceeding.

The Scope of Work is Vital to a Successful Sourcing Process

Scope of Work

Developing an Effective Scope of Work

The Scope of Work (SOW) is one of the most important components of the University’s procurement process for public bidding and invite-only sourcing events. The SOW defines the tasks, services, deliverables, standards, timelines, and supplier responsibilities required under the solicitation, and serves as the blueprint for project execution. A well-crafted SOW promotes transparency, reduces ambiguity, and supports fair competition by clearly communicating the University’s expectations to potential suppliers. It also supports proposal evaluation, supplier performance management, dispute resolution, and successful project outcomes. Departments are responsible for developing the technical and operational content of the SOW, while Procurement Services will review the SOW, provide guidance and feedback, and may revise solicitation language as needed to support a successful process. For detailed guidance on how to create an effective Scope of Work, refer to:

Submitting a Sourcing Request

For Procurement Services to begin a sourcing event, the requestor must log into Workday Strategic Sourcing (WSS). Once logged in to WSS, the Business Purchases page displays the available request types for selection. For sourcing requests, select one of the following options:

Goods & Services SourcingUsed for Procurement-managed sourcing or bidding activities for goods and services not related to construction. This request type is generally used for projects at or above the General Goods & Services Bid Threshold and may also be used for invite-only sourcing events managed by Procurement Services.
Construction SourcingUsed for all construction projects and shall only be selected by Requestors within the Department of Capital Planning & Project Management (CPPM).

After selecting the applicable request type, complete the Intake / Project Details form and attach required supporting documentation, including the Scope of Work and any related specifications, drawings, pricing materials, or project information necessary for Procurement Services to initiate the bidding process.

Bidding Process: Overview & Events

The bidding process is an organized procedure designed to ensure sourcing events are conducted consistently and fairly. By following the established phases of each project, the University can provide the best overall outcomes to faculty and staff. This section contains a list of all the primary sourcing events and a brief description of each. 

Select a sourcing event below for details:

Once the Intake / Project Details form and required documentation have been received in final form, Procurement Services will issue the sourcing event through WSS. Procurement Services may also notify suppliers that have been recommended by the department or otherwise identified as potentially advantageous to the University.

A pre-bid meeting or site visit may be scheduled when it is helpful or necessary for suppliers to better understand the project. This meeting may provide suppliers with the opportunity to view site conditions, verify requirements, identify potential issues, ensure compliance with specifications, reduce change orders, and clarify the scope of work.

After a bid solicitation is issued, suppliers may submit project-related questions by the deadline stated in the solicitation. Procurement Services works with the requesting department to prepare responses. When applicable, Procurement Services will issue an official Addendum to provide answers, clarifications, updates, or revisions to the solicitation documents. Addenda become part of the bid solicitation. The intent of this process is to allow potential suppliers to clarify the scope of work or other terms and conditions of the bidding documents.

Refers to the specified date and time Proposals are due from any supplier. Proposals must be received on time within WSS, as the portal locks the functionality to submit items after the deadline.

After proposals are received, Procurement Services reviews submissions for required forms, documentation, minimum submission requirements, and overall responsiveness to the solicitation. Submissions that do not meet mandatory requirements may be deemed non-responsive and may not proceed to evaluation or award consideration.

Proposals that meet the mandatory submission requirements for General Goods & Services (non-construction) will be assessed by an Evaluation Committee based on price and the predetermined criteria established in the bid. Proposals that meet the mandatory submission requirements for Construction may be based on the lowest responsive and responsible bid, or be assessed by an Evaluation Committee on price and predetermined criteria established in the bid.

After proposals are reviewed and evaluated, Procurement Services supports the award review process and coordinates any required approvals before the University proceeds with an award. The recommended award is based on the solicitation requirements, evaluation criteria, pricing, responsiveness, responsibility, and other applicable factors. Procurement Services may work with the evaluation team and requesting department to confirm the basis for the recommendation and ensure the award decision is supported before moving to the next step in the process.

Once the recommendation to award has been completed, Procurement Services will issue the Notice of Intent to Award, detailing which Vendor(s) the University seeks to engage and enter into a contract with. The Notice of Intent to Award does not authorize the supplier to begin work. Work may not begin until all required approvals are obtained and the contract is executed. 

The Contract(s) will be prepared by Procurement Services and monitored throughout its duration.

Benefits & Advantages

The bidding and sourcing process requires planning, coordination, and attention to detail, but it also provides significant benefits to the University. A well-managed sourcing event promotes fair competition, transparency, compliance, and value, while helping departments identify qualified suppliers capable of meeting the University’s needs.

Procurement Services partners with departments throughout the sourcing process to help develop clear requirements, structure the solicitation, manage supplier communications, support evaluations, and guide the project toward an award that is advantageous to the University.

Primary Benefits of Bidding & Sourcing:

Cost SavingsCompetitive sourcing increases the opportunity for cost savings by allowing suppliers to compete for the University’s business.
Higher Quality OutcomesCompetitive sourcing encourages suppliers to present stronger solutions, improved service approaches, and competitive pricing, helping the University achieve better overall value.
 
Increased Supplier PoolA sourcing event may identify additional qualified suppliers, including suppliers with new or innovative solutions.
Administrative EfficiencyProcurement Services collects required supplier compliance materials during the sourcing process, reducing the department’s administrative burden.
Procurement Guidance and Support

Sourcing events are collaborative efforts between the requesting department and Procurement Services. Procurement Services supports departments throughout the process, guiding the project toward an award that is advantageous to the University. Procurement will provide the following services to support the mission:

  • Advise on procurement strategy.
  • Review the scope of work for clear deliverables, timelines, and performance expectations.
  • Structure solicitation language to promote fair competition, transparency, and consistency.
  • Help ensure requirements are clear, measurable, and enforceable.
  • Help develop pricing models that align with the scope of work and capture relevant cost components.
  • Support the evaluation and recommendation process.

Types of Sourcing Events

Procurement Services may utilize multiple sourcing methods (RFx) depending on the University’s needs, the complexity of the procurement, and the appropriate basis for award. This flexible approach allows the University to advance the best methodology to obtain the highest overall value. The primary types of sourcing methods are detailed below:

Sourcing MethodPurpose
Request for Proposal (RFP)Used to obtain detailed formal proposals from qualified vendors when the University is seeking a solution for specified goods or services and evaluated based on price and other scoring criteria. Bidders are required to submit information for evaluation, such as, but not limited to technical approach, qualifications, experience, ability to meet the University's needs, project schedule, and pricing. 
Request for Bid (RFB)Used to obtain formal bids from qualified suppliers, primarily for construction projects or other goods or services where the specifications are complete and award is generally made to the lowest responsive and responsible bidder. Supplier submissions are typically evaluated based on price, responsiveness, responsibility, and compliance with required submission documents.
Request for Quote (RFQ)Used to obtain price quotations from qualified suppliers for goods or services where specifications are complete and the purchase is typically below the applicable bid threshold. RFQs are generally used when the University is seeking pricing for clearly defined goods or services and supplier responses can be compared on a consistent basis.
Request for Information (RFI)Used to obtain information from potentially qualified vendors for specified goods or services and the information is reviewed by the University to better understand available products, services, technologies, vendor capabilities, industry practices, and potential procurement strategies. A Request for Information does not result in the award of a contract, but guides the development of any subsequent sourcing method with the intent to award. 

Need Assistance?

Please contact the Associate Director of Strategic Sourcing, Robert Yufer. If Robert is unavailable, Jessica Moore provides backup support. Contact information is listed on the Staff Information page.